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Home My WebLink About11-12-19-RMayor: Address: David Grant 1245 W Highway 96 Arden Hills MN 55112 CALL TO ORDER 1. APPROVAL OF AGENDA 2. PUBLIC INQUIRIES/INFORMATIONAL This is an opportunity for citizens to bring to the Council's attention any items not currently on the agenda which are relevant to the City. In addressing the Council, you must first state your name and address for the record. To allow adequate time for each person wishing to address the Council, speakers must limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting to allow a more timely presentation. Speakers should not use obscene, profane, or threatening language, or make personal attacks. Matters of litigation involving the City shall not be discussed during Public Inquiry by citizens or Council. The Council may not respond to speaker comments, engage in a debate, or take any action on the issues raised by citizens, but may direct City staff to research or follow up on an issue, if desired by Council. If Council directs further review by staff, the results of that review will be presented at a following regular Council meeting. 3. RESPONSE TO PUBLIC INQUIRIES 4. STAFF COMMENTS 4.A. Rice Creek Commons (TCAAP) And Joint Development Authority (JDA) Update Dave Perrault, City Administrator Documents: MEMO.PDF 4.B. Transportation Update Todd Blomstrom, Interim Public Works Director/City Engineer Documents: MEMORDF Councilmembers: ` 1 EN HILLS Phone: Brenda Holden 651-792-7800 Fran Holmes Regular City Council Dave McClung Agenda Website; Steve Scott November 12, 2019 www.cityofardenhills.org 7:00 p.m. City Hall City Vision Arden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well-maintained infrastructure, fiscal soundness, and our long-standing tradition as a desirable City in which to live, work, and play. CALL TO ORDER 1. APPROVAL OF AGENDA 2. PUBLIC INQUIRIES/INFORMATIONAL This is an opportunity for citizens to bring to the Council's attention any items not currently on the agenda which are relevant to the City. In addressing the Council, you must first state your name and address for the record. To allow adequate time for each person wishing to address the Council, speakers must limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting to allow a more timely presentation. Speakers should not use obscene, profane, or threatening language, or make personal attacks. Matters of litigation involving the City shall not be discussed during Public Inquiry by citizens or Council. The Council may not respond to speaker comments, engage in a debate, or take any action on the issues raised by citizens, but may direct City staff to research or follow up on an issue, if desired by Council. If Council directs further review by staff, the results of that review will be presented at a following regular Council meeting. 3. RESPONSE TO PUBLIC INQUIRIES 4. STAFF COMMENTS 4.A. Rice Creek Commons (TCAAP) And Joint Development Authority (JDA) Update Dave Perrault, City Administrator Documents: MEMO.PDF 4.B. Transportation Update Todd Blomstrom, Interim Public Works Director/City Engineer Documents: MEMORDF 5. APPROVAL OF MINUTES 5.A. October 7, 2019 Special City Council Executive (Closed) Documents: 10-07-19-SEC.PDF 5.B. October 14, 2019 Regular City Council Documents: 10-14-19-R.PDF 5.C. October 17, 2019 Special Regular City Council Documents: 10-17-19-SR.PDF 5.D. October 21, 2019 Special City Council Executive (Closed) Documents: 10-21-19-SEC.PDF 5.E. October 21, 2019 City Council Work Session Documents: 10-21-19-WS.PDF 5.F. October 28, 2019 Special City Council Executive (Closed) Documents: 10-28-19-SEC.PDF 5.G. October 28, 2019 Regular City Council Documents: 10-28-19-R.PDF 6. CONSENT CALENDAR Those items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda. 6.A. Motion To Approve Claims And Payroll Gayle Bauman, Finance Director Pang Silseth, Accounting Analyst Documents: MEMO PDF 6.13. Motion To Authorize Transfer From General Fund To Capital Improvement (PIR) Fund Gayle Bauman, Finance Director Documents: MEMO PDF 6.C. Motion To Approve Appointment Of Public Works Office Support Specialist Dave Perrault, City Administrator Documents: MEMO PDF 6.D. Motion To Acknowledge The Application Of Catholic United Financial For An Exempt Permit To Conduct A Raffle With The Drawing Being March 12, 2020, With No Waiting Period Julie Hanson, City Clerk Documents: MEMO PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF 6.E. Motion To Approve Resolution 2019-038 - 2020 Curbside And Non -Curbside Recycling Fees Mike Mrosla, Community Development Manager/City Planner Documents: MEMO PDF ATTACHMENT A.PDF 6.F. Motion To Approve Ordinance No. 2019-008 Amending Chapter 10, Regulating Nonessential Water Usage Upon A Critical Water Deficiency And Authorize Publication Of Summary Ordinance Todd Blomstrom, Interim Public Works Director/City Engineer Documents: MEMO PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 6.G. Motion To Approve Payment No. 2 And Change Order Nos. 3 And 4- Pember Companies - Colleen Avenue Drainage Improvements Todd Blomstrom, Interim Public Works Director/City Engineer David Swearingen, Senior Engineering Technician Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF ATTACHMENT D.PDF 6.H. Motion To Approve Payment No. 10 - Northwest Asphalt, Inc. - 2018 Street And Utility Improvements Project Todd Blomstrom, Interim Public Works Director/City Engineer David Swearingen, Senior Engineering Technician Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 6.1. Motion To Approve Payment No. 2 And Change Order No. 1 - Bituminous Roadways - Tennis Court Improvements At Cummings And Royal Hills Parks Todd Blomstrom, Interim Public Works Director/City Engineer David Swearingen, Senior Engineering Technician Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF 7. PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. 8. PUBLIC HEARINGS 8.A. Namaste India Liquor License Julie Hanson, City Clerk Documents: MEMO.PDF 8.B. Planning Case 19-002 - Easement Vacation - Northridge Apartments Addition - Summit Development Mike Mrosla, Community Develoment Manager/City Planner Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 9. NEW BUSINESS 9.A. Approval Of Namaste India Liquor License Julie Hanson, City Clerk Documents: MEMO.PDF 9.B. Resolution 2019-039 - Planning Case 19-002 - Approving Vacation Of Easements - Northridge Apartments Addition - Summit Development Mike Mrosla, Community Development Manager/City Planner Documents: MEMO.PDF ATTACHMENT A.PDF 9.C. Republic Recycling Contract Extension To May 3, 2021 Mike Mrosla, Community Development Manager/City Planner Documents: MEMO.PDF ATTACHMENT A.PDF 10. UNFINISHED BUSINESS 11. COUNCIL/STAFF COMMENTS ADJOURN STAFF COMMENTS — 4A -iZR�EN HILLS MEMORANDUM DATE: November 12, 2019 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Rice Creek Commons (TCAAP) and Joint Development Authority (JDA) Update Budgeted Amount: Actual Amount: Funding Source: A verbal update will be provided at the City Council meeting. Page 1 of 1 STAFF COMMENTS — 4B -iZR�EN HILLS MEMORANDUM DATE: November 4, 2019 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Todd Blomstrom, Interim Public Works Director/City Engineer SUBJECT: Transportation Update Budgeted Amount: Actual Amount: Funding Source: A verbal update will be provided at the City Council meeting. Page 1 of 1 -ARQEN HILLS Approved: November 12, 2019 [DRAFT CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL EXECTUVE SESSION (CLOSED) October 7, 2019 6:00 P.M. - ARDEN HILLS CITY HALL CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the Special City Council Executive Session (Closed) at 6:00 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, Dave McClung, Fran Holmes. Also, Councilmember Steve Scott (via telephone) Also present: City Administrator Dave Perrault; Finance Director Gayle Bauman; Community Development Manager/City Planner Mike Mrosla; City Attorney Joel Jamnik; City Clerk Julie Hanson; Sue Polka, WSB; and Attorneys Monte Mills, Samuel Clark and John Baker, Green Espel 1. AGENDA ITEMS A. Tobacco Litigation Discussion The City Council received an update from Counsel Mills and Clark, and discussed tobacco litigation. B. TCAAP Litigation Discussion The City Council received an update from Counsel Baker and Clark and discussed TCAAP litigation. 2. COUNCIL/STAFF COMMENTS None. ADJOURN Mayor Grant adjourned the Special City Council Executive Session (Closed) at 8:30 p.m. Dave Perrault City Administrator David Grant Mayor -ARQEN HILLS Approved: November 12, 2019 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING OCTOBER 14, 2018 7:00 P.M. — ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the regular City Council meeting at 7:00 p.m. Present: Mayor David Grant and Councilmember Fran Holmes Absent: Councilmembers Brenda Holden, Dave McClung and Steve Scott (Excused) Also present: City Administrator Dave Perrault; Interim Public Works Director/City Engineer Todd Blomstrom; Finance Director Gayle Bauman; Community Development Manager/City Planner Mike Mrosla; and City Clerk Julie Hanson Mayor Grant adjourned the meeting due to lack of a quorum at 7:01 pm. Julie Hanson David Grant City Clerk Mayor -ARQEN HILLS Approved: November 12, 2019 CITY OF ARDEN HILLS, MINNESOTA SPECIAL REGULAR CITY COUNCIL MEETING OCTOBER 17, 2018 4:00 P.M. — ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the regular City Council meeting at 4:00 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, and Steve Scott Absent: Councilmember Dave McClung (Excused) Also present: City Administrator Dave Perrault; Interim Public Works Director/City Engineer Todd Blomstrom; Finance Director Gayle Bauman; Community Development Manager/City Planner Mike Mrosla; and City Clerk Julie Hanson 1. APPROVAL OF AGENDA MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the meeting agenda. The motion carried unanimously (4- 2. CONSENT CALENDAR A. Motion to Approve Claims and Payroll B. Motion to Approve Resolution 2019-033 Appointing Pioneer Press as the City's Newspaper of Record C. Motion to Approve Payment No. 9 (Final) — Osseo Construction Co., LLC — 0.5 MG Water Tower Rehabilitation Project D. Motion to Approve Payment No. 1 and Change Order No. 2 — Pember Companies — Colleen Avenue Drainage Improvements MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the Consent Calendar and authorize execution of all necessary documents contained therein. The motion carried unanimously (4- ARDEN HILLS SPECIAL REGULAR CITY COUNCIL — DECEMBER 17, 2018 2 3. PULLED CONSENT ITEMS None. 4. NEW BUSINESS None. 5. UNFINISHED BUSINESS None. 6. COUNCIL COMMENTS Mayor Grant stated he would be calling a special closed meeting for Monday, October 21, 2019 following the work session. A discussion ensued regarding the proposed upcoming work session topics and whether to hold the special closed meeting immediately following the work session or to recess the work session and then resume following the closed meeting. The Council agreed to recess the work session at 6:00 pm in order to conduct the special closed meeting and would then reconvene to continue the work session thereafter. Councilmember Holmes stated she would like the City to explore options for the City's newspaper of record for 2020. She requested the City Clerk present information regarding the options prior to the end of this year. ADJOURN MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to adiourn. The motion carried unanimously (4-0). Mayor Grant adjourned the Special Regular City Council Meeting at 4:10 p.m. Julie Hanson City Clerk David Grant Mayor -ARZEN HILLS Approved: November 12, 2019 DRAFT CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL EXECTUVE SESSION (CLOSED) October 21, 2019 6:00 P.M. - ARDEN HILLS CITY HALL CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the Special City Council Executive Session (Closed) at 6:00 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, Dave McClung, Fran Holmes and Steve Scott Also present: City Administrator Dave Perrault; Finance Director Gayle Bauman; Community Development Manager/City Planner Mike Mrosla; City Attorney Joel Jamnik; and Attorney John Baker, Green Espel 1. AGENDA ITEMS A. TCAAP Litigation Discussion The City Council received an update from Counsel Baker and discussed TCAAP litigation. 2. COUNCIL/STAFF COMMENTS None. ADJOURN Mayor Grant adjourned the Special City Council Executive Session (Closed) at 6:55 p.m. Dave Perrault City Administrator David Grant Mayor � DRAFT -ARQEN HILLS Approved: November 12, 2019 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION OCTOBER 21, 2019 5:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the City Council Work Session at 5:00 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, Dave McClung, Fran Holmes, and Steve Scott Absent: None Also present: City Administrator Dave Perrault, Finance Director Gayle Bauman, Community Development Manager/City Planner Mike Mrosla, Interim Public Works Director/City Engineer Todd Blomstrom, Senior Engineering Technician David Swearingen, Associate Planner Joe Hartmann, Deputy Clerk Jolene Trauba, O'Meara Construction's Brendan O'Meara and Barry O'Meara, and Ramsey County Public Works Project Manager Rachel Broughton 1. AGENDA ITEMS A. 3246 New Brighton Road Redevelopment Community Development Manager/City Planner Mrosla stated that the applicants are looking for feedback on the potential of creating four lots on the subject parcel. He noted there have been other proposals for the property. One proposal was for four lots and was denied, but three lots were approved. The property has gone into voluntary foreclosure and is in the redemption period. The applicant would like the Council's input on creating four lots with a width of 81.75 feet, City Ordinance requires a minimum lot width of 85 feet. Mr. Brendan O'Meara said they are seeking a variance or PUD to allow a slightly skinnier lot width to fit four lots onto the property. They have had two neighborhood meetings to get feedback. Most concerns have been addressed; for example, the proposed plan has staggered front setbacks. Another concern was making sure the homes were in keeping the neighborhood. Materials, products and style of home in the neighborhood are no longer being used or built, but they can build similar size. They need to decide on acquiring the property. ARDEN HILLS CITY COUNCIL WORK SESSION — October 21, 2019 2 Councilmember Holmes asked if the amount of square footage could be restricted by a PUD. Community Development Manager/City Planner Mrosla responded that they would find criteria that would work across all parcels in relation to size and footprint. An analysis would be done of the buildable area. Councilmember Holmes noted that current homeowners don't want huge houses sitting next to their modest homes. Mr. Brendan O'Meara said that going to a four lot development has a natural effect of smaller homes. Three lots would require them to build larger homes to make the project economically feasible. Councilmember Holden said several neighbors are against splitting the property into four lots because of concerns of the side variances. Current homes in the neighborhood are set further than 15 feet apart. Community Development Manager/City Planner Mrosla indicated that the proposed lots would meet all required setbacks except they are requesting a smaller font yard minimum width. Location of the homes within the lot can be adjusted and garage locations (right or left) can be changed. They would look for criteria they could apply to all lots so they weren't restricting just one lot. Mr. Barry O'Meara asked if rambler style homes would be desirable by the Council. Mayor Grant asked if there is flexibility to structure a PUD across four lots. Community Development Manager/City Planner Mrosla responded yes, but they can put some restrictions on a PUD regarding building ramblers. Councilmember Holmes felt the builders should have as much flexibility as possible. She is fine with four lots but would like to see a square footage restriction. Councilmember Scott supports a 30 inch waiver on minimum lot size so they can put four lots on the property. Councilmember Holden would like three lots. Councilmember McClung said he felt residents had concerns with four lots and so would say no to four at this point. Mayor Grant thought the property could be put to reasonable use with four lots, it's not a large variance and with a PUD they can customize and agree on types and sizes of homes, and with varying the setbacks he would support four lots. He noted there is a 3-2 split on Councilmember opinions so staff should talk to the applicant about what that means going forward. ARDEN HILLS CITY COUNCIL WORK SESSION — October 21, 2019 3 B. Old Snelling Avenue and County Road E Improvements Update Interim Public Works Director/City Engineer Blomstrom stated that he wanted to give a status update on the study that is underway for Old Snelling Avenue and County Road E. The project is on the City's Capital Improvement Plan with an estimated cost of $2,850,000 for the roadway improvements and the City's share of the proposed roundabout. The roundabout is also on the Ramsey County Transportation Improvement Plan, estimated at $1.5 million in County funds and $375,000 in City funds. Interim Public Works Director/City Engineer Blomstrom said that at the September PTRC meeting the committee identified a trail on Old Snelling Avenue from Highway 51 to Highway 96 as a top priority, focusing on County Road E to Highway 51. Interim Public Works Director/City Engineer Blomstrom said the water mains that are in the corridor are cast iron, much of it over 50 years old and brittle. It is located either in the roadway or directly adjacent to the roadway. He reviewed a map identifying segments of water main proposed to be replaced along with the project. All the water mains could be replaced if the Council wished to expand the project. Much of the sanitary sewer is outside the roadway corridor. There is a segment that needs to be replaced with the project. Much of the storm sewer would need to be reconfigured if the roundabout goes forward. There is considerable deterioration on the northern section and Ramsey County has identified the need for rehab or replacement. Interim Public Works Director/City Engineer Blomstrom noted there are wetlands along the corridor. SEH has prepared a summary report and submitted it to the Rice Creek Watershed. The report is still under review. Interim Public Works Director/City Engineer Blomstrom explained two schematic options were developed for the intersection. The first is centered at the existing intersection, the second option is shifted to the east. Final design may bring the roundabout somewhere in the middle of the two options. Interim Public Works Director/City Engineer Blomstrom discussed the roadway design options. The first option is to replace the road as it is today, not add a trail, and maintain the eight foot shoulders. Other alternatives include narrowing the road to two 12 -foot lanes with two six- foot shoulders and having a separate trail. Another option is to add curb and gutter with a trail separated from the curb, or expand the trail to 10 -feet wide directly adjacent to the west curb line. Interim Public Works Director/City Engineer Blomstrom reported there are complicating factors. Fifteen soil borings were taken along the corridor, drilled to a depth of about 15 feet. Lab results have not been received. Hydrocarbon odors were detected by human smell in ten borings at variable depths. Staff recommends testing for hydrocarbons and potential contaminants. The roadway borings also had irregular base and pavement sections. Discussion ensued regarding preliminary cost estimates and potential special assessments. Interim Public Works Director/City Engineer Blomstrom said next steps include receiving the soil boring lab tests, completing the pavement section design, conducting an environmental ARDEN HILLS CITY COUNCIL WORK SESSION — October 21, 2019 4 investigation, completing the wetland delineation, receiving the roundabout design from Ramsey County, and updating cost estimates, project schedules, and funding. Mayor Grant recessed the Work Session to a Closed Session at 6:00 p.m. Mayor Grant called the Work Session back to order at 7:05 p.m. Further discussion ensued regarding possible traffic backups if a roundabout were built at Old Snelling Avenue and County Road E. C. Old Snelling Trail and Watermain Improvements Project Interim Public Works Director/City Engineer Blomstrom stated that the project was awarded to Sunram Construction in 2018. There have been five change orders approved. Sunram has unresolved change order claims for the project. Representatives from Sunram and WSB have met and tried to negotiate a resolution. A change order for $31,255.57 was agreed on and a draft change order was prepared. Sunram believes there is another $89,000 of additional change orders. WSB doesn't believe that amount is due or justifiable. The next step may be non-binding mediation with the contractor. Mayor Grant asked about credits due to the city from WSB and asked staff to look further into the situation. D. CIP Discussion Finance Director Bauman indicated the Council had looked at the CII' in July and based on Council direction some things were updated. One of the biggest changes is two trail projects added in 2024. Councilmember Holden requested those two projects be taken off the CIP. Discussion ensued regarding 2020 Projects. Councilmember Holden asked to have Hazelnut Park parking lot removed. After discussion Council asked to have the cost for the Hazelnut Park improvements total to $75,000. Councilmember Holmes said Parks & Rec should show the Council why the playground equipment in Arden Oaks and Arden Manor parks should be replaced, and if it's not necessary they could come off the CIP. Mayor Grant asked if there was any kind of spray that could be used to seal the Hamline Avenue retaining walls. Interim Public Works Director/City Engineer Blomstrom said there are sealants but when the wall has been integrated with salt it probably won't work. He has asked Ramsey County for a copy of the agreement for the walls, but hasn't received it yet. ARDEN HILLS CITY COUNCIL WORK SESSION — October 21, 2019 5 Councilmember Holden asked if they could take out the word "assessments" and label the funding source as "other". Discussion ensued regarding moving the Old Snelling Avenue roundabout project to 2022, and the Glenpaul item to 2021. Council requested a letter be sent to affected residents explaining Ramsey County pushed the Lexington Avenue project to 2021 which in turn pushed Old Snelling Avenue to 2022. Councilmember McClung suggested putting the sewer fund money as a place holder in 2020 to have further discussion next year. Discussion ensued regarding the Karth Lake wall, pump and panel. Mayor Grant will attend the Karth Lake District meeting on October 22. Mayor Grant asked if Council would be willing to front the Karth Lake District the money for repairs. Consensus was positive. Mayor Grant felt the Karth Lake District should establish an ongoing fund from its members for future repairs. Finance Director Bauman noted there are still ongoing issues with the PIR Fund and Public Safety Capital Fund. The Capital Improvement Project Fund is continuing to drop, right now there isn't a long term solution. Councilmember Holden asked for Recreation numbers, stating the City gets in 1/3 but subsidizes 2/3 of the costs. Councilmember Holmes asked in regard to the PIR Fund and the suggested study for 20 years, who would do the study and how much would it cost? Interim Public Works Director/City Engineer Blomstrom said the study would be approximately $20,000 and be done by an engineering firm. Finance Director Bauman said she would also like to put together a similar schedule for equipment replacement. Councilmember McClung said the old City Hall land could be used to generate revenue. Finance Director Bauman discussed additional revenue sources for funding future projects. Council agreed to continue the meeting past 8:00 p.m. E. Council Chambers Additional Monitors City Administrator Perrault stated there was a suggestion to place other monitors in the Council chambers for the audience to see the slideshow. Councilmember Holden said the projector is blurry and asked if it could be made clearer. ARDEN HILLS CITY COUNCIL WORK SESSION — October 21, 2019 6 Mayor Grant suggested putting a monitor on the north wall. F. Council Tracker After discussion there were no changes made to the tracker. 2. COUNCIL/STAFF COMMENTS Councilmember McClung noted that he will not be at the first two meetings in December. Councilmember Holden asked if City vehicles would be parked at the Public Works facility. City Administrator Perrault said he would be concerned about not enough space for three additional vehicles at that facility. City vehicles are now being left in the middle lot with better lighting and camera visibility. Councilmember Holmes commented that she would like to see the Council get as much done in November as possible due to one Councilmember being out for part of December and that the second meeting is usually cancelled. ADJOURN Mayor Grant adjourned the City Council Work Session at 8:38 p.m. David Grant Mayor Jolene Trauba Deputy Clerk -ARZEN HILLS Approved: November 12, 2019 CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL EXECTUVE SESSION (CLOSED) October 28, 2019 5:30 P.M. - ARDEN HILLS CITY HALL CALL TO ORDER/ROLL CALL DRAFT Pursuant to due call and notice thereof, Mayor Grant called to order the Special City Council Executive Session (Closed) at 5:30 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, Dave McClung, Fran Holmes and Steve Scott Also present: City Administrator Dave Perrault; Finance Director Gayle Bauman; Community Development Manager/City Planner Mike Mrosla; City Attorney Joel Jamnik; and Attorney Samuel Clark, Green Espel. Also, Attorney John Baker, Green Espel (via telephone) 1. AGENDA ITEMS A. TCAAP Litigation Discussion The City Council received an update from Counsel Baker and Clark and discussed TCAAP litigation. 2. COUNCIL/STAFF COMMENTS None. ADJOURN Mayor Grant adjourned the Special City Council Executive Session (Closed) at 6:55 p.m. Dave Perrault City Administrator David Grant Mayor [DRAFT',., -ARQEN HILLS Approved: November 12, 2019 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING OCTOBER 28, 2019 7:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the regular City Council meeting at 7:00 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, Dave McClung and Steve Scott Absent: None Also present: City Administrator Dave Perrault; Interim Public Works Director/City Engineer Todd Blomstrom; Community Development Manager/City Planner Mike Mrosla; City Attorney Joel Jamnik; and City Clerk Julie Hanson PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA Mayor Grant requested the addition of Item 4C to allow for Staff Comments on the upcoming election. Councilmember McClung requested Item 6H be pulled from the Consent Agenda for discussion as Item 7A. Councilmember Holden requested Item 6C be pulled from the Consent Agenda for discussion as Item 7B. Councilmember Holden requested Item 6L be pulled from the Consent Agenda for discussion as Item 7C. MOTION: Councilmember Holden moved and Councilmember McClung seconded a motion to approve the meeting agenda as amended. The motion carried unanimously (5-0). ARDEN HILLS CITY COUNCIL — OCTOBER 28, 2019 2. PUBLIC INQUIRIES/INFORMATIONAL None. 3. RESPONSE TO PUBLIC INQUIRIES A. Public Inquiry Responses from September 23, 2019 City Council Meeting • Precinct 3 Polling Place Access • Presbyterian Homes Access 2 City Administrator Perrault reviewed the responses to Public Inquires from the September 23, 2019 City Council Meeting regarding Precinct 3 Polling Place access and Presbyterian Homes access concerns with the Council. 4. STAFF COMMENTS A. Rice Creek Commons (TCAAP) and Joint Development Authority (JDA) Update City Administrator Perrault provided an update on TCAAP stating litigation with Ramsey County was ongoing. B. Transportation Update Interim Public Works Director/City Engineer Blomstrom provided the Council with an update on the MnDOT I -35W project. He reviewed the ramp closures that would impact Arden Hills residents. Interim Public Works Director/City Engineer Blomstrom reported paving was now completed on Colleen Avenue and the road was now open for use. C. Staff Comments City Clerk Hanson provided the Council with an update on the upcoming election. She stated voting would begin on Tuesday, October 29 and would run through Tuesday, November 5. She explained early voting would occur at several satellite locations but the closest for Arden Hills residents would be the Ramsey County Library in Shoreview or Roseville. She stated that the Ramsey County Public Works building in Arden Hills was no longer offered as an early voting location, and also reminded voters in Precinct 2 that their polling location has moved from Valentine Elementary to North Heights Church. 5. APPROVAL OF MINUTES A. September 9, 2019, Special City Council Work Session B. September 16, 2019, City Council Work Session C. September 23, 2019, Regular City Council ARDEN HILLS CITY COUNCIL — OCTOBER 28, 2019 MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the September 9, 2019, Special City Council Work Session meeting minutes, September 16, 2019, City Council Work Session meeting minutes; and September 23, 2019, Regular City Council meeting minutes as presented. The motion carried unanimously (5-0). 6. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to Accept 2019 Third Quarter Actuals G. Motion to Approve Personnel Pehey Updates D. Motion to Approve Resolution 2019-036 Partially Suspending the Effective Date of Ordinance Regulating Sale of Tobacco Products E. Motion to Approve Resolution 2019-037 Accepting a Donation from the Arden Hills Foundation F. Motion to Approve Resolution 2019-034 Authorizing the Application for Recycling SCORE Grant Funds from Ramsey County G. Motion to Approve Planning Case 19-011 — Variance — 1314 Cannon Avenue H. Motion to Appfeve Planning Case 19 013 Vafianee 1932 Getmty Read E I. Motion to Approve Planning Case 19-012 — Site Plan Review 3200 Lake Johanna Boulevard (Presbyterian Homes) J. Motion to Approve Agreement with InControl, Inc., for Utility Monitoring and Control System Improvements K. Motion to Approve Payment No. 1 — Bituminous Roadways, Inc. — Tennis Court Improvements at Cummings, Hazelnut and Royal Hills Parks Shorewood Drive (Sufvey and Storm Sewer- impr-evements Study) a -Rd Gran4 Rea A & Fair -view Avenue (Sui=vey and Existing Stormwater Over -flow Path Assessment) MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the Consent Calendar as amended removing Items 6C, 611, and 6L; and to authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0). 7. PULLED CONSENT ITEMS A. Motion to Approve Planning Case 19-013 — Variance —1932 County Road E Community Development Manager/City Planner Mrosla stated the property owners at 1932 County Road E W have submitted an application for a variance. The subject property is zoned R- 2, Single and Two Family Residential District and is guided as Very Low Density on the Land Use Plan. The Applicant is proposing to construct a detached garage behind their existing home. The proposed addition would be constructed on the south side of the property facing an existing legal non -conforming driveway. The Applicant has requested a variance because the proposed driveway would encroach into the front setback. ARDEN HILLS CITY COUNCIL — OCTOBER 28, 2019 4 Community Development Manager/City Planner Mrosla explained the existing driveway facing New Brighton Boulevard was built in 2000 and predates the current zoning code restrictions for driveways in R-2 properties. The proposed detached garage on the subject property is setback twenty-seven (27) feet from the property line and would encroach 13 feet into the front setback. However, staff inspected other nearby R-2 properties and noted that numerous properties in the same district have garages located within the front yard setback. The proposed garage would be constructed to preserve an existing significant tree and would avoid which would avoid relocating the power line to build the garage 40 feet behind the setback. The proposed garage would otherwise meet all other R-2 zoning requirements. Community Development Manager/City Planner Mrosla reviewed the Plan Evaluation, Variance Requirements and offered the following Findings of Fact: General Findings: 1. The property at 1932 County Road E is located in the R-2 Single Family Residential Zoning District. 2. The existing driveway on the property facing New Brighton Avenue is legally nonconforming because it was built prior to the ordinance amendment pertaining to driveways. 3. The property owners have requested a variance in order to construct a garage on the driveway that would encroach on the front yard setback facing New Brighton Avenue. 4. The proposed garage would meet all other minimum setback requirements for the R-2 District. 5. The proposed garage would meet the minimum lot coverage requirements, maximum building height requirement for the R-2 District, as indicated by the plans submitted by the Applicant. 6. The proposed development would not encroach on any flood plains, wetlands, or easements. 7. The proposed development is not expected to impact any significant trees on the property. Community Development Manager/City Planner Mrosla explained the Planning Commission recommended approval by a 7-0 vote of Planning Case 19-013 for a Variance at 1932 Count Road E W, based on the findings of fact and the submitted plans in the October 9, 2019 Report to the Planning Commission, as amended by the following conditions: 1. The project shall be completed in accordance with the plans submitted as amended by the conditions of approval. Any significant changes to these plans, as determined by the City Planner, shall require review and approval by the Planning Commission and City Council. 2. A Building Permit shall be required prior to commencement of construction. 3. The structure shall conform to all other regulations in the City Code. 4. The finish of the proposed addition shall complement the existing structure. Community Development Manager/City Planner Mrosla commented the Planning Commission noted concerns about the number of vehicles that could potentially be parked on this lot with the two driveways. However, the Planning Commission did not formally add any conditions of approval related to parking on site and instead recommended that the City Council provide direction on this issue as part of this variance request. ARDEN HILLS CITY COUNCIL — OCTOBER 28, 2019 Councilmember McClung stated he would like to see a condition for approval be added to address the number of cars that can be parked in the second driveway. Mayor Grant questioned what recommendation Councilmember McClung would make regarding this matter. Councilmember McClung suggested the number be limited between the two driveways (no more than four) or that a number be set for the second driveway. Councilmember Holmes stated she watched the Planning Commission meeting and noted most homes in Arden Hills do not have two driveways. For this reason, she believed the best solution would be to limit the property to having four cars parked between the two driveways. Councilmember McClung supported the City Council reviewing the City's parking regulations to more properly address how to manage two driveways and the proper number of vehicles that can be parked on a residential property. Mayor Grant agreed with limiting the number of cars to be parked on the property to four. Councilmember Scott commented the driveways were quite separated and for this reason he would support allowing three cars per driveway for a total of six cars being parked on the property. MOTION: Councilmember Holden moved and Mayor Grant seconded a motion to approve Planning Case 19-013 for a Variance at 1932 County Road E West, based on the findings of fact and the submitted plans in the October 28, 2019 Report to the City Council. Councilmember McClung stated he would like to amend the motion. AMENDMENT: Councilmember McClung m ved and Councilmember Holmes seconded a motion to add Condition 5 to read: Only four vehicles will be allowed between the two driveways. Councilmember Scott commented he believed a more fair compromise would be allowing three cars per driveway. Julie Gronquist, 1932 County Road E, stated she has had this driveway for many years and has not had any problems with parking an excessive number of cars. She noted the driveway would not be expanded or changed in any way. Rather, she was applying for a variance to build a garage. Gary Gronquist, 1932 County Road E, expressed concern with the fact that he has been able to park four cars in each of his driveways for the past 19 years and now the City would be limiting this because he was requesting a variance to build a garage. ARDEN HILLS CITY COUNCIL — OCTOBER 28, 2019 6 Community Development Manager/City Planner Mrosla commented when the Gronquist's applied for a variance the request was reviewed and approved by the City with conditions and these conditions addressed the long-term concerns for the property. Ms. Gronquist explained there was no parking allowed on either County Road E nor New Brighton Road as both are County roads, and all visitors had to park in the driveways. Councilmember Holden questioned how the proposed amendment was concerning to the property owners. She indicated every property in Arden Hills was limited to having four cars parked on the property. Ms. Gronquist requested the Council considering allowing six cars versus eight noting this would still be a limitation for her property. Mayor Grant discussed that the amendment is specific to the property itself, and not the property owner, so that if in the future the property is sold, this amendment would be in place. The amendment carried 4-1 (Councilmember Scott opposed). The amended motion carried (5-0). B. Motion to Approve Personnel Policy Updates Councilmember Holden requested a change to the policy stating any violation of the smoking policy including those witnessed by staff or Councilmembers and reported in the employees personnel file, the employee will be subject to discipline up to and including termination. MOTION: Councilmember Holden moved and Councilmember McClung seconded a motion to Approve Personnel Policy Updates as amended. The motion carried (5-0). C. Motion to Approve Professional Services Agreements with HR Green for Shorewood Drive (Survey and Storm Sewer Improvements Study) and Grant Road & Fairview Avenue (Survey and Existing Stormwater Overflow Path Assessment) Interim Public Works Director/City Engineer Blomstrom stated the City Council work session on September 9, 2019 included an agenda item regarding existing drainage issues and local flooding at two locations. The first location includes the northern portion of Shorewood Drive having insufficient storm sewer capacity. The second location includes the intersection of Grant Road and Fairview Drive based on concerns that a drainage emergency overflow path does not exist below the lowest floor elevation of adjacent homes. Interim Public Works Director/City Engineer Blomstrom explained the City Council reviewed the existing configuration of storm sewer at the two locations and discussed the need for survey and planning work to identify a drainage solution. Staff was directed to obtain a proposal from HR Green to complete the survey and study work. A professional services proposal and agreement ARDEN HILLS CITY COUNCIL — OCTOBER 28, 2019 7 to conduct a topographic survey, develop a hydraulic model for existing storm sewer, review alternatives, and provide recommendations to resolve the local flooding issues along Shorewood Drive was reviewed with the Council. Councilmember Holden asked if the estimated cost for these projects was reasonable. Interim Public Works Director/City Engineer Blomstrom explained the projected expenses were below the engineers estimate and were very reasonable for the extent of work that would be completed. MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to Approve Professional Services Agreements with HR Green for Shorewood Drive (Survey and Storm Sewer Improvements Study) and Grant Road & Fairview Avenue (Survey and Existing Stormwater Overflow Path Assessment). Councilmember Holden stated she did not understand what was reasonable or not reasonable for this expense and therefore would not be supporting the motion. Councilmember Holmes recommended billing rates and the estimated billable hours be included in future proposals. Councilmember Holden called the question. The motion carried 4-1 (Councilmember Holden opposed). 8. PUBLIC HEARINGS A. Planning Case 19-014 — Interim Use Permit — 1901 Lake Valentine Road (Mounds View High School) Community Development Manager/City Planner Mrosla stated Mounds View Public Schools has applied for an Interim Use Permit (IUP) to allow the existing building on the property at 1901 Lake Valentine Road to be temporarily used as the weight room/fitness center for Mounds View High School. This property is zoned R-1, Single Family Residential and is part of the Mounds View High School Planned Unit Development. Community Development Manager/City Planner Mrosla commented when construction of the high school improvements began, the School District realized they did not have an interim location for the weight room/fitness center. This room is generally used for fitness and weight training as part of the overall health and wellness curriculum. The school officials looked for a temporary location and decided to use the existing building at 1901 Lake Valentine Road. The School District worked with the Fire Marshall and building inspections staff to bring the space into conformance with building and life safety codes. During that time school and planning staff met to discuss approval options. As a result, the school district has submitted this application for an IUP. A temporary certificate of occupancy has been issued, pending City Council approval of ARDEN HILLS CITY COUNCIL — OCTOBER 28, 2019 the IUP. Staff commented further on the proposed IUP and requested the Council hold a public hearing. Mayor Grant asked if the IUP was strictly for the weight room. Community Development Manager/City Planner Mrosla reported this was the case. Mayor Grant opened the public hearing at 7:46 p.m. Mike Schwartz, Mounds View Public Schools, thanked the Council for their consideration. He reported the weight room would be used at this location for a limited amount of time. Councilmember Holmes questioned what happened to the original weight room space. Mr. Schwartz reported KA removed and demolished the space earlier than planned. Councilmember Holmes questioned why the school needed two gyms. Mr. Schwartz explained the additional gym space would allow for practices to be held for the high schools five volleyball teams in the fall and eight basketball teams in the winter months. Councilmember Holmes inquired if the building had heat. Mr. Schwartz reported the heat system in the building had been updated. Councilmember Holmes requested further information regarding safety and security. Mr. Schwartz discussed the safety and security of this building noting all doors had been replaced and the site met all building codes necessary for schools. Councilmember Holden questioned how much money was spent updating the heating system. Mr. Schwartz stated he did not have an exact figure, but noted doors were replaced, the building was sheet rocked and the heating system was updated. Councilmember Holden expressed concern with the fact the school district moved the weight room to this building knowing full well the concerns the City had with student safety and crossing the street. She inquired what the hours of operation were for the weight room. Mr. Schwartz reported the hours of operation were from 8:35 a.m. to 4:30 p.m. Councilmember McClung asked if the weight room would be used on the weekends. Mr. Schwartz explained the weight room would not be used on the weekends. Councilmember McClung questioned when the school district discovered there was a problem with the existing weight room and there was no longer space. ARDEN HILLS CITY COUNCIL — OCTOBER 28, 2019 9 Mr. Schwartz stated when KA decided to come in and complete demo work prior to school starting this fall. He reported this demolition work eliminated the weight room. He anticipated this work was conducted in late May. Councilmember McClung inquired when work began on the new weight room space. Mr. Schwartz estimated he began talking with the City regarding the changes that would need to occur in late April or early May. He noted the school district did not use the space until obtaining all of the necessary occupancy permits from the City. Mayor Grant commented the last time the City Council spoke with the school district there was a concern with finances and how funding for the parking lot would be addressed. He questioned if this matter had been resolved. Mr. Schwartz stated this was a work in progress. Mayor Grant questioned why this item had not been brought to the City Council earlier. Mr. Schwartz explained he completed all of the necessary paperwork that was sent to him from City staff and had all of the proper building inspections conducted. Community Development Manager/City Planner Mrosla commended further on the process that was followed by City staff and State inspectors to review this project. He explained as soon as Planning Staff was made aware the building was being used as a weight room a letter was sent stating the use had to cease until an Interim Use Permit was in place. He indicated there was a disconnect with this project as plans were submitted to a Contract Building Official. Councilmember Holmes stated she was trying to come to grips with the situation and understand why the Mounds View School District went out and made all these changes without understanding they needed an Interim Use Permit. Community Development Manager/City Planner Mrosla commented staff was working with the school district to bring the site into compliance with City Code. He stated if he could go back and changes things he would, however, the work was completed and now staff was working to bring the site into compliance. He reported the site met all Building Code requirements and only needed approval of the IUP. He indicated this was a temporary use that would run through August or September of 2020. He apologized to the City Council and took partial blame for the situation. He commented there were a lot of moving parts with this project and he stated at this time he was trying to bring this project into conformance with City Code. Councilmember Holden asked how the applicant knew to contact the Contract Building Official. Community Development Manager/City Planner Mrosla reported he attended an onsite meeting with school district officials and noted the Contract Building Official was in attendance. He indicated the school district officials followed up with the Contract Building Official after this meeting. ARDEN HILLS CITY COUNCIL — OCTOBER 28, 2019 10 Councilmember Holmes questioned if the weight room hours should be extended in the event a team had to be in the space past 4:30 p.m. Mr. Schwartz requested the hours be from 8:30 a.m. to 7:00 p.m. Mayor Grant closed the public hearing at 8:08 p.m. 9. NEW BUSINESS A. Resolution 2019-035 — Planning Case 19-014 — Interim Use Permit — 1901 Lake Valentine Road (Mounds View High School) Community Development Manager/City Planner Mrosla stated Mounds View Public Schools has applied for an Interim Use Permit (lUP) to allow the existing building on the property at 1901 Lake Valentine Road to be temporarily used as the weight room/fitness center for Mounds View High School. This property is zoned R-1, Single Family Residential and is part of the Mounds View High School Planned Unit Development. Community Development Manager/City Planner Mrosla reviewed the Findings of Fact and stated the Planning Commission discussed this application at their October 9, 2019 meeting. At that time, the Planning Commission recommended approval of the Mounds View High School application for an Interim Use Permit, based on the suggested findings of fact and subject to the listed conditions, by a 7-0 vote. Mayor Grant stated he supported the requested Interim Use Permit as the school needed a weight room facility as part of their core curriculum and for various sports teams. He wished the school district did not have to do this, but understood the space was necessary. MOTION: Councilmember Holden moved and Mayor Grant seconded a motion to adopt Resolution #2019-035, approving an Interim Use Permit to allow the then temporary use of the building at 1901 Lake Valentine Road for a temporary weight room/fitness center. Councilmember McClung commented the applicant knew this property was a concern for the City Council when the PUD was discussed last May. He expressed concern with the fact the space was updated and has been occupied as a weight room since August without an IUP. He understood the school district was a unit of government but reported the school district should be responsible for abiding by the same rules and regulations. He indicated he was struggling with just giving the school district a pass. He stated this would be one strike against the school district and he did not want to see anything like this happen again. AMENDMENT: Councilmember Holden moved and Councilmember McClung seconded a motion to amend Condition 4 to read: The facility will be used only by Mounds View High School students during the hours of 8:30 a.m. to 4:30 p.m. Monday through Friday. ARDEN HILLS CITY COUNCIL — OCTOBER 28, 2019 11 Councilmember Holmes supported the hours of operation being extended to 7:00 p.m. as this would allow the teams to use the space after practice. She did not want the teams to be penalized because the space was across the street. She stated it was her understanding this would occur occasionally and would not be the norm. She recommended the hours of operation be from 8:30 a.m. to 7:00 p.m. Councilmember Holden stated she did not want to see the weight room staffed and left open until 7:00 p.m. Monday through Friday and for this reason she would support the motion on the floor. Councilmember Holmes reported the weight room would be locked unless the space was opened by a coach for team players. She asked if it would be hardship on the teams if the weight room was not open until 7:00 p.m. Mr. Schwartz stated this would be an occasional hardship. He requested the Council consider allowing the weight room to remain open until 7:00 p.m. The amendment carried 3-2 (Councilmembers Holmes and Scott opposed). AMENDMENT: Councilmember Holden moved and Councilmember McClung seconded a motion to amend Condition 6 to read: Upon issuance of a certificate of occupancy for the new weight room at 1900 Lake Valentine Road the use of the space at 1901 Lake Valentine Road shall cease within two weeks of approval. The amendment carried 4-1 (Councilmember Scott opposed). AMENDMENT: Councilmember Holden moved and Councilmember McClung seconded a motion to add Condition 11 to read: There must be a staff person in the weight room at all times when occupied with students. The amendment carried (5-0). The amended motion Approving Resolution #2019-035, approving an Interim Use Permit to allow the then temporary use of the building at 1901 Lake Valentine Road for a temporary weight room/fitness center carried (5-0). 10. UNFINISHED BUSINESS None. 11. COUNCIL COMMENTS Councilmember Scott commented the 2040 Comprehensive Plan was recently approved by Met Council. He requested the updated document be placed on the City's website. ARDEN HILLS CITY COUNCIL — OCTOBER 28, 2019 12 Councilmember Scott reported the 3rd quarter utility bills were recently sent out. He complimented staff for the recent software upgrade and noted he was able to view his bill on his mobile device. Councilmember McClung requested Section 1325 within City Code, regarding parking spaces allowed on residential properties, be further discussed by the City Council at a future worksession meeting. Councilmember McClung stated he would be having surgery in early December and he would be missing two or three City Council meetings in December. Councilmember Holmes requested staff check the microphones within the City Council Chambers noting it was hard to hear one of the speakers at the last Planning Commission meeting. Councilmember Holmes stated she would like staff to investigate the donation of DNR saplings for next spring and that this matter be discussed at a future worksession meeting. Councilmember Holden asked if MnDOT would be attending the November worksession meeting. City Administrator Perrault reported this would be the case. Councilmember Holden requested notice of MnDOT's attendance at the November work session be sent to the Edgewater, Ingerson and Freeway Park areas of the City because this was an important to these residents. Councilmember Holden questioned if any tennis courts had been crack sealed. Interim Public Works Director/City Engineer Blomstrom stated this did not occur because the temperatures did not allow for the work to be done. Mayor Grant asked if staff could speak with MnDOT regarding the dead pine tree at County Road E2. He commented this was a sizeable tree and should be removed. City Administrator Perrault questioned if staff should send out notices to the neighborhoods mentioned by Councilmember Holden prior to the meeting with MnDOT. Mayor Grant supported this information being posted on the website and that notifications be sent to residents living within 1,000 feet. ARDEN HILLS CITY COUNCIL — OCTOBER 28, 2019 ADJOURN 13 M ION: Councilmember Holden moved and Councilmember McClung seconded a motion to adiourn. The motion carried unanimously (5-0). Mayor Grant adjourned the Regular City Council Meeting at 8:35 p.m. Julie Hanson City Clerk David Grant Mayor CONSENT ITEM 6A 'It ,ARZEN HILLS MEMORANDUM DATE: November 12, 2019 TO• Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Gayle Bauman, Finance Director Pang Silseth, Accounting Analyst SUBJECT: Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider A. Approve Claims and Payroll or B. Reject Claims and Payroll Background Payroll is processed biweekly and accounts payable is processed weekly. Budget Impact NA Attachments 2019 Payroll #22...................................................................... $106,398.21 Total Payroll $106,398.21 Paid Claims ---10/26/2019 through 11/08/2019 (Check Nos. 48865-48885 and ACH Checks) .................................... $ 308,801.19 Total Accounts Payable $308,801.19 Total Claims $415,199.40 CITY OF ARDEN HILLS PAYROLL # 22 CHECKS DATED: Biweekly: 11/01/19 10/12/19 - 0/25/19 EMPLOYEE DEDUCTIONS I AMT. I CITY BENEFIT Payment Method FIT 1 6,961.751 FSA Health Care Reimb. EFT SIT 3,319.22 208.33 EFT FICA Oasdi 4,562.73 4,562.73 EFT FICA Medicare 1,067.091 1,067.09 EFT TOTAL TAXES 1 15,910.791 5,629.82 Health Premium 1,512.66 16,806.28 Dental Premium 168.81 618.54 FSA Health Care Reimb. 0.00 TOTAL HEALTH SAVINGS 1 FSA Dependent Care Reimb. 208.33 1 19.51 TOTAL FLEXIBLE SPENDING 1 1,889.801 17,424.82 HSA Health Saving 1 368.331 1,578.13 Health Care Savings Plan -Retirement 0.00 Health Care Savings Plan -2% 363.21 Health Care Savings Plan -4% 403.54 TOTAL HEALTH SAVINGS 1 1,135.081 1,578.13 PERA 4,070.65 4,696.92 ICMA 2,437.99 378.42 Central Pension Fund -Union 608.64 Life/Addl MN State Retirement System 504.56 1 19.51 TOTAL RETIREMENT 1 7,621.841 5,075.34 IUOE 49 Dues Union 140.00 LTD/STD Insurance 1,153.18 PERA Life Insurance 32.00 Life/Addl/Dep Life 76.55 103.20 Life/Addl 25.20 UNUM 1 19.51 AFLAC 1 53.18 TOTAL VOLUNTARY 1 1,499.621 103.20 Total Employee Deductions 28,057.13 Net Payroll 0.00 Direct Deposit 48,529.77 Gross Payroll Tie -Out 76,586.90 Plus City Paid Benefit 29,811.31 TOTAL PAYROLL COST 106,398.2LJI FICA TIE -OUT Gross Payroll 76,586.90 Less Total FSA 1,889.80 Less Total HAS 1,135.08 Less Voluntary Ins 78.38 Plus ICMA Employer 378.42 et P/R Sub'ect to FICA 731862.06 FICA Oasdi A6.20% 4,562.73 FICA Medicare P, 1.45% 1,067.09 A/P Check* A/P Check* A/P Check* A/P Check* EFT EFT EFT EFT EFT A/P Check* EFT A/P Check* A/P Check* A/P Check* A/P Check* A/P Check* EFT EFT Note: Federal and State Payroll Tax obligations are satisfied by means of utilizing the US Bank Easy Tax Deposit Service. Transfers are typically made up to two days after the payroll date. * A/P Checks can be found on the ACCOUNTSPAYABLE Check Approval report. Checks may be paid this week or the following week. Accounts Payable Checks by Date - Detail by Check Date User: pang.silseth Printed: 11/6/2019 3:09 PM -fii�.DEN ]HiLLs Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference ACH 0192 Grainger, Inc 11/01/2019 9331126525 Shop supplies 117.84 9331954439 Water supplies 49.16 Total for this ACH Check for Vendor 0192: 167.00 ACH 0339 Ferguson Waterworks 2516 11/01/2019 0346205 Water supplies 633.70 Total for this ACH Check for Vendor 0339: 633.70 ACH 0382 ICMA Retirement Trust - 106944 11/01/2019 PR Batch 00100.11.2019 ICMA Employee Perce PR Batch 00100.11.2019 ICM 327.96 PR Batch 00100.11.2019 ICMA Employer Perce PR Batch 00100.11.2019 ICM 378.42 Total for this ACH Check for Vendor 0382: 706.38 ACH 0387 ICMA Retirement Trust- #302482 11/01/2019 PR Batch 00100.11.2019 ICMA Employee Dedu PR Batch 00100.11.2019 ICM 1,853.54 PR Batch 00100.11.2019 ICMA Employee Perce PR Batch 00100.11.2019 ICM 256.49 Total for this ACH Check for Vendor 0387: 2,110.03 ACH 0576 TimeSaver Off Site Secretarial Inc. 11/01/2019 M25124 Plan Comm mtg 10/9/19 319.13 Total for this ACH Check for Vendor 0576: 319.13 ACH 0922 North Suburban Access Corporation 11/01/2019 2019-199 Council chambers upgrade 17,187.21 Total for this ACH Check for Vendor 0922: 17,187.21 ACH 1125 Bolton & Menk, Inc. 11/01/2019 0240520 Colleen Ave drainage 7,128.50 Total for this ACH Check for Vendor 1125: 7,128.50 ACH 12018 Achieve Services 11/01/2019 22766 Shredding 9/9/19 31.00 Total for this ACH Check for Vendor 12018: 31.00 ACH 1223 Adam's Pest Control, Inc. 11/01/2019 2841704 10/18 service 71.59 2845191 Exterior treatment 450.00 Total for this ACH Check for Vendor 1223: 521.59 ACH 5587 CES Imaging Inc. 11/01/2019 INVIO6777 Oct rental 60.00 AP Checks by Date - Detail by Check Date (11/6/2019 3:09 PM) Page 1 Check No Vendor No Vendor Name Check Date Check Amount 53.62 Invoice No Description Reference 48869 0811 Ramsey County 11/01/2019 111.08 PRRRV-001244 TIF admin costs 2018 535.88 PRRRV-001244 TIF admin costs 2018 483.23 Total for this ACH Check for Vendor 5587: 60.00 ACH 8023 Voss Lighting 11/01/2019 3427975232 Supplies 15338018-00 City hall lights 132.48 Total for Check Number 48870: 868.86 Total for this ACH Check for Vendor 8023: 132.48 48865 0131 Beisswenger's How -To Store 11/01/2019 9100184 238155 Tool box 115.20 29.99 October Locates 115.20 Total for Check Number 48865: 29.99 48866 10347 Bituminous Roadways, Inc. 11/01/2019 Hardcourts.pmtl Hardcourt project pmt 1 -6,153.85 Hardcourts.pmtl Hardcourt project pmt 1 123,077.00 Total for Check Number 48866: 116,923.15 48867 1380 Gary Carlson Equipment Co 11/01/2019 113708-2 Post hole rental 80.00 113715-1 Post hole rental 80.00 Total for Check Number 48867: 160.00 48868 6252 Office Depot 11/01/2019 11/01/2019 2351109694 Supplies 53.62 9338612543 Total for Check Number 48868: 53.62 48869 0811 Ramsey County 11/01/2019 111.08 PRRRV-001244 TIF admin costs 2018 535.88 PRRRV-001244 TIF admin costs 2018 483.23 SHRFL-001821 Sept service 103,437.74 Total for Check Number 48869: 104,456.85 48870 0327 Staples Business Advantage 11/01/2019 9338094650 3426821742 Supplies 9338612543 54.67 3426821743 Supplies Supplies 111.08 3427699289 Supplies 28.42 279.40 3427699292 Supplies 62.09 3427975230 Supplies 299.53 3427975232 Supplies 62.09 Total for Check Number 48870: 868.86 Total for 11/1/2019: 251,489.49 ACH 0189 Gopher State One -Call, Inc. 11/08/2019 9100184 October Locates 115.20 9100184 October Locates 115.20 9100184 October Locates 115.20 Total for this ACH Check for Vendor 0189: 345.60 ACH 0192 Grainger, Inc 11/08/2019 9338094650 Supplies 105.90 9338612543 Supplies 63.00 9338612550 Supplies 26.60 9338612568 Supplies 28.42 AP Checks by Date - Detail by Check Date (11/6/2019 3:09 PM) Page 2 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference 9342132637 Supplies 54.32 9342924355 Supplies 140.94 Total for this ACH Check for Vendor 0192: 419.18 ACH 0230 MTI Distributing Co. Inc. 11/08/2019 1239139-00 Supplies 34.82 Total for this ACH Check for Vendor 0230: 34.82 ACH 0242 Met Council Environ. Service -SAC 11/08/2019 102019 October SAC 2,485.00 102019 October SAC -24.85 Total for this ACH Check for Vendor 0242: 2,460.15 ACH 0285 Xcel Energy 11/08/2019 659398885 9/15/19-10/14/19 1,622.65 659398885 9/15/19-10/14/19 1,877.10 659398885 9/15/19-10/14/19 1,401.68 659398885 9/15/19-10/14/19 454.50 659398885 9/15/19-10/14/19 221.40 659398885 9/15/19-10/14/19 46.21 659398885 9/15/19-10/14/19 968.20 Total for this ACH Check for Vendor 0285: 6,591.74 ACH 0319 City of Roseville 11/08/2019 0227079 Adobe Acrobat License 1,838.00 0227108 2019 Virtual Server 4,623.00 Total for this ACH Check for Vendor 0319: 6,461.00 ACH 0453 Continental Research Corp. 11/08/2019 483385 -CRC -1 Waste Water Treatment 940.00 Total for this ACH Check for Vendor 0453: 940.00 ACH 0478 Truck Utilities Mfg. Company Inc. 11/08/2019 5343990 Signal Lens 21.00 Total for this ACH Check for Vendor 0478: 21.00 ACH 0576 TimeSaver Off Site Secretarial Inc. 11/08/2019 M25168 CC Meeting 10/28 230.00 Total for this ACH Check for Vendor 0576: 230.00 ACH 1125 Bolton & Menk, Inc. 11/08/2019 0240181 Services 8/10-9/9 1,997.50 Total for this ACH Check for Vendor 1125: 1,997.50 ACH 1330 MN CLN SERVICES Inc. 11/08/2019 1119NNOI Janitorial Service -October & Vents 1,654.58 Total for this ACH Check for Vendor 1330: 1,654.58 ACH 1408 Supply Solutions LLC 11/08/2019 25090 CH Supplies 121.56 Total for this ACH Check for Vendor 1408: 121.56 AP Checks by Date - Detail by Check Date (11/6/2019 3:09 PM) Page 3 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference ACH 5665 Metering & Technology Solution Inc. 11/08/2019 15626 Meters 1,550.00 Total for this ACH Check for Vendor 5665: 1,550.00 ACH 6060 Batteries Plus 11/08/2019 P20495866 Sewer Supplies 23.95 Total for this ACH Check for Vendor 6060: 23.95 ACH A1HY A-1 Hydraulic Sales & Service 11/08/2019 0120674 -IN Supplies 118.64 Total for this ACH Check for Vendor A 1 HY: 118.64 ACH ENGE Dan Engebretson 11/08/2019 11052019 2019 Mustang Wrestling League 626.50 Total for this ACH Check for Vendor ENGE: 626.50 ACH MNLI Minnesota Native Landscapes, Inc 11/08/2019 22152 Weed Control 9/18/19 220.00 Total for this ACH Check for Vendor MNLI: 220.00 ACH TOII Tokle Inspections, Inc 11/08/2019 11012019 Electrical Inspections October 1,004.80 Total for this ACH Check for Vendor TOII: 1,004.80 48871 ASSF Association For Nonsmokers 11/08/2019 087-102019A Tobacco Compliance Project 285.00 Total for Check Number 48871: 285.00 48872 CPF1 Central Pension Fund 11/08/2019 184503.1019 October Pension 1,180.32 Total for Check Number 48872: 1,180.32 48873 10276 City of Coon Rapids 11/08/2019 12734 2019 Sealcoating 1,773.26 Total for Check Number 48873: 1,773.26 48874 0176 Frattallone's Hardware, Inc. 11/08/2019 085993/A Supplies 17.75 086025/A Supplies 21.27 086041/A Supplies 27.98 Total for Check Number 48874: 67.00 48875 0447 LU.O.E Local 49 Benefit Fund -Insurance 11/08/2019 1219BP3 December Insurance 9,920.00 1219NB4 December Insurance 1.402.00 48876 8081 Kimley-Horn and Associates, Inc 14285020 TCAAP June 2019 Total for Check Number 48875: 11/08/2019 Total for Check Number 48876: AP Checks by Date - Detail by Check Date (11/6/2019 3:09 PM) Page 4 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference 48877 10330 Klein Underground, LLC 11/08/2019 79210 Curb Replacement -Grey Fox 5,324.50 Total for Check Number 48877: 5,324.50 48878 1058 MIDC Enterprises Inc. 11/08/2019 10044575 Irrigation System Part 67.11 Total for Check Number 48878: 67.11 48879 0600 NCPERS Group Life Ins 11/08/2019 315800112019 November Insurance 64.00 Total for Check Number 48879: 64.00 48880 10349 Pioneer Research Corporation 11/08/2019 256867 Supplies 349.50 Total for Check Number 48880: 349.50 48881 3100 Provident Life and Accident Ins Co 11/08/2019 E0471136.1019 October Insurance 39.02 Total for Check Number 48881: 39.02 48882 0811 Ramsey County 11/08/2019 PUBW-018221 Road Striping 5,982.66 Total for Check Number 48882: 5,982.66 48883 10350 Smitty's Lawn & Snow 11/08/2019 10242019 Abatement 1870 Glenpaul 2,000.00 Total for Check Number 48883: 2,000.00 48884 0327 Staples Business Advantage 11/08/2019 3428330225 Supplies 49.87 3428330225 Supplies 22.99 3428622993 Supplies 32.99 3428775384 Supplies 264.72 3429116899 Monitor 179.98 48885 0336 T.A. Schifksy & Sons, Inc. 65366 Asphalt Purchase 10/20-10/26 Total for Check Number 48884: 550.55 11/08/2019 268.67 Total for Check Number 48885: 268.67 Total for 11/8/2019: 57,311.70 Report Total (50 checks): 308,801.19 AP Checks by Date - Detail by Check Date (11/6/2019 3:09 PM) Page 5 CONSENT ITEM — 6B ,--ARZEN HILLS MEMORANDUM DATE: November 12, 2019 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Gayle Bauman, Finance Director SUBJECT: Transfer Funds to Cover City Share of Hamline Avenue Crosswalks Project Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Motion to transfer $60,000 from the General Fund to the Capital Improvement (PIR) Fund and authorize the Finance Director to complete all corresponding budget adjustments. Discussion When this project was brought to the council back in January and February of 2019, it was anticipated that it would be completed in 2019 and the city would utilize funds from the 2019 Street Maintenance budget in the General Fund to pay for their share. This project is now slated to be completed in 2020 and, in order to utilize those 2019 budget dollars, the funds need to be transferred out of the General Fund in 2019 and moved to a capital fund, in this case, the PIR Fund where they will be used for the project in 2020. Budget Impact This has no effect on the current budget, as the use of General Fund dollars was already anticipated based on actions taken earlier this year. Attachments None CONSENT ITEM — 6C ,-iRZEN HILLS MEMORANDUM DATE: November 12, 2019 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Authorization to Appoint Office Support Specialist Budgeted Amount: Actual Amount: Funding Source: $91,000 $78,300 Salary Split Council Should Consider The Council should consider appointing Jennifer Shull as the Office Support Specialist at Grade 7 Step 6 on the compensation scale with all other normal City provided benefits. Background The City Council authorized staff to post for an Office Support Specialist at their September 23, 2019 City Council meeting. City Staff posted for the position and received 47 applications, and brought 8 candidates forward for interviews. Following staff interviews of the candidates, Jennifer Shull was identified as the best candidate for the position. Budget Impact The position was not budgeted in 2019; however, the budget has a vacant Public Works Working Foreman currently budgeted. This position would be in lieu of the working foreman and result in a cost savings for the 2020 budget of approximately $12,700. Attachment N/A CONSENT ITEM — 6D n -iZR�EN HILLS MEMORANDUM DATE: November 12, 2019 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Julie Hanson, City Clerk SUBJECT: Acknowledgment for Catholic United Financial to Hold a Raffle Budgeted Amount: Actual Amount: Funding Source: Council Should Consider Acknowledging the LG220 Application from Catholic United Financial for a raffle to be held next March with no waiting period. Background/Discussion As in previous years, the City has received a request from Catholic United Financial for authorization to hold a raffle to benefit Catholic education in Minnesota, North Dakota and South Dakota. According to Minnesota's Lawful Gambling regulations, they are required to obtain acknowledgment from the City they are located in. This does not require a permit or license from the City as it is not a premise permit. As part of the requirement of LG220 Application for Exempt Permit, the City must formally acknowledge the application with no waiting period, with a 30 day waiting period, or deny the application. The date of the drawing for this raffle is March 12, 2020. Staff recommends the City Council approve a motion acknowledging the application of Catholic United Financial for an Exempt Permit to conduct a raffle with a drawing date of March 12, 2020, with no waiting period. Attachments Attachment A: Letter from Catholic United Financial Attachment B: Catholic United Financial LG220 permit application Attachment C: Statement of Nonprofit Status Page 1 of 1 Catholic united Attachment A Financiar%re October 22, 2019 City of Arden Hills Attn: Julie Hanson, City Clerk 1245 West Highway 96 Arden Hills, MN 55112 RE: Form LG220: Application for Exempt Permit X-93077 2020 Catholic United Financial Catholic Schools Raffle Date of Drawing: March 12, 2020 Dear Julie: Catholic United Financial is seeking a charitable gambling permit for its annual raffle to benefit Catholic education in Minnesota, North Dakota and South Dakota. Enclosed is Form LG220 as required by the Minnesota Gambling Control Board (MGCB), along with the $100.00 permit fee. Please place our request on the docket for the Arden Hills City Council's consideration at its next meeting. I understand that you will forward our application to the MGCB once it has been approved by the Arden Hills City Council. Thank you for your consideration. Please let me know if you have additional questions or concerns. Sincerely, s. Paul A. Lindemann, CLU, FLMI, ACS, AIRC Compliance Manager Enclosures 3499 Lexington Avenue North, St. Paul MN 55126 • (651) 490-0170 • Toll -Free 1-800-568-6670 • www.catholicunitedfinancial.org MINNESOTA LAWFUL GAMBLING LG220 Application for Exempt Permit Attachment B 11/17 Page 1 of 2 An exempt permit may be issued to a nonprofit Application Fee (non-refundable) organization that: Applications are processed in the order received. If the application conducts lawful gambling on five or fewer days, and is postmtirked or received 30 days or more before the event, the awards less than $50,000 in prizes during a calendar application fee is $100; otherwise the fee is $150. year. If total raffle prize value for the calendar year will be Due to the high volume of exempt applications, payment of $1,500 or less, contact the Licensing Specialist assigned to additional fees prior to 30 days before your event will not expedite your county by calling 651-539-1900. service, nor are telephone requests for expedited service accepted. ORGANIZATION INFORMATION Organization Previous Gambling Name: Catholic United Financial - St. Jude of the Lake Council Permit Number: X-93077-19-007 Minnesota Tax ID Federal Employer ID 41 0182070 Number, if any: 4487032 Number (FEIN), if any: Mailing Address: Go Catholic United Financial, 3499 Lexington Ave. N. City: Arden Hills State: MN Zip; 55126 County: Ramsey Name of Chief Executive Officer (CEO): Boni Westberg CEO Daytime Phone: (612) 418-6206 CEO Email: bonjim@hotmail.com (permit will be emailed to this email address unless otherwise indicated below) Email permit to (if other than the CEO): Paul Lindemann, Compliance Manager (plindemann@catholicunited.org) NONPROFIT ATUS*Iv°gig Type of Nonprofit Organization (check one): MFraternal Religious Veterans Other Nonprofit Organization Attach a copy of one of the following showing proof of nonprofit status: (DO NOT attach a sales tax exempt status or federal employer ID number, as they are not proof of nonprofit status.) ❑ A current calendar year Certificate of Good Standing Don't have a copy? Obtain this certificate from: MN Secretary of State, Business Services Division Secretary of State website, phone numbers: 60 Empire Drive, Suite 100 www.sos.state.mn.us St. Paul, MN 55103 651-296-2803, or toll free 1-877-551-6767 IRS income tax exemption (501(c)) letter in your organization's name Don't have a copy? To obtain a copy of your federal income tax exempt letter, have an organization officer contact the IRS toll free at 1-877-829-5500. ❑ IRS - Affiliate of national, statewide, or international parent nonprofit organization (charter) If your organization falls under a parent organization, attach copies of both of the following: 1. IRS letter showing your parent organization is a nonprofit 501(c) organization with a group ruling; and 2. the charter or letter from your parent organization recognizing your organization as a subordinate. GAMBLING; PREMISE& INFORMATION �. � M , . r *'_A, V" ; Name of premises where the gambling event will be conducted (for raffles, list the site where the drawing will take place): Catholic United Financial - Home Office Physical Address (do not use P.O. box): 3499 Lexington Ave. N. Check one: ❑/ City: Arden Hills Zip: 55126 County: Ramsey Township: Zip: County: Date(s) of activity (for raffles, indicate the date of the drawing): March 12 2020 Check each type of gambling activity that your organization will conduct: Bingo Paddlewheels F]Pull-Tabs Tipboards 0 Raffle Gambling equipment for bingo paper, bingo boards, raffle boards, paddlewheels, pull -tabs, and tipboards must be obtained from a distributor licensed by the Minnesota Gambling Control Board. EXCEPTION: Bingo hard cards and bingo ball selection devices may be borrowed from another organization authorized to conduct bingo. To find a licensed distributor, go to www.mn.gov/gcb and click on Distributors under the List of Licensees tab, or call 651-539-1900. 11/17 LG220 Application for Exempt Permit Page 2 of 2 LOCAL UNIT OF GOVERNMENT ACKNOWLEDGMENT (required before submitting application to the Minnesota Gambling Control Board) CITY APPROVAL for a gambling premises located within city limits The application is acknowledged with no waiting period. The application is acknowledged with a 30 -day waiting period, and allows the Board to issue a permit after 30 days (60 days for a 1st class city). The application is denied. COUNTY APPROVAL for a gambling premises located in a township he application is acknowledged with no waiting period. he application is acknowledged with a 30 -day waiting period, and allows the Board to issue a permit after 30 days. Dhe application is denied. Print City Name: Arden Hills, MN I Print County Name: Signature of City Personnel: Title: Signature of County Personnel: Date: I Title: The city or county must sign before submitting application to the Gambling Control Board. Date: TOWNSHIP (if required by the county) On behalf of the township, I acknowledge that the organization is applying for exempted gambling activity within the township limits. (A township has no statutory authority to approve or deny an application, per Minn. Statutes, section 349.213.) Print Township Name: Signature of Township Officer: Title: CHIEF EXECUTIVE OFFICER'S SIGNATURE (required) Date: The information provided in this application is complete and accurate to the best of my knowledge. I acknowledge that the financial report will be completed and returned to t B andLithin 30 of the event date. p Chief Executive Officer's Signature: Date: (Signature must be CEO's signatur ; designee may not sign) Print Name: Boni W REQUIREMENTS I MAIL APPLICATION AND ATTACHMENTS Complete a separate application for: I Mail application with: • all gambling conducted on two or more consecutive days; or a copy of your proof of nonprofit status; and • all gambling conducted on one day. Only one application is required if one or more raffle drawings are conducted on the same day. Financial report to be completed within 30 days after the gambling activity is done: A financial report form will be mailed with your permit. Complete and return the financial report form to the Gambling Control Board. Your organization must keep all exempt records and reports for 3-1/2 years (Minn. Statutes, section 349.166, subd. 2(f)). application fee (non-refundable). If the application Is postmarked or received 30 days or more before the event, the application fee is $100; otherwise the fee is $150. Make check payable to State of Minnesota. To: Minnesota Gambling Control Board 1711 West County Road B, Suite 300 South Roseville, MN 55113 Questions? Call the Licensing Section of the Gambling Control Board at 651-539-1900. Data privacy notice: The information requested application. Your organization's name and ment of Public Safety; Attorney General; on this form (and any attachments) will be used address will be public information when received Commissioners of Administration, Minnesota by the Gambling Control Board (Board) to by the Board. All other information provided will Management & Budget, and Revenue; Legislative determine your organization's qualifications to be private data about your organization until the Auditor, national and international gambling be involved in lawful gambling activities in Board issues the permit. When the Board issues regulatory agencies; anyone pursuant to court Minnesota. Your organization has the right to the permit, all information provided will become order; other individuals and agencies specifically refuse to supply the information; however, if public. If the Board does not issue a permit, all authorized by state or federal law to have access your organization refuses to supply this information provided remains private, with the to the information; individuals and agencies for information, the Board may not be able to exception of your organization's name and which law or legal order authorizes a new use or determine your organization's qualifications and, address which will remain public. Private data sharing of information after this notice was as a consequence, may refuse to issue a permit. about your organization are available to Board given; and anyone with your written consent. If your organization supplies the information members, Board staff whose work requires requested, the Board will be able to process the access to the information; Minnesota's Depart - This form will be made available in alternative format (i.e. large print, braille) upon request. An equal opportunity employer �ry`ti� IRSinternal of the Treasury $$�dl1I1JJ internal Revenue Service OGDEN, UT 84201 CATHOLIC UNITED FINANCIAL 3499 LEXINGTON AVE N SAINT PAUL, MN 55126-7055996 )00005 Attachment C Page 1 of 1 LTR 11690 E AUG. 15, 2011 41-0182070 Taxpayer Identification Number: 41-0182070 GEN Number: 0263 Name of Organization: CATHOLIC UNITED FINANCIAL Tax Period Ending: DEC. 31, 2011 Form: SGRI Dear Taxpayer: Thank you for sending the annual supplemental information about your subordinate organizations as required by Revenue Procedure 80-27 to keep the tax exempt status for your group. We have made the requested changes to your exemption roster. No futher information is needed. If you have any questions, please write to us at the address shown at the top of the this letter. Or, you may call us at (801) 620-6019 . If this number is outside your local calling area, there will be a long-distance charge to you. Whenever you write, please include this letter and; in the spaces below, give us your telephone number with the hours we can reach you. Also, you may want to keep a copy of this letter for your records. Telephone Number { ) Hours We apologize for any inconvenience we have caused you, and thank you for your cooperation. Sincerely yours, Exempt Organizations Entity Department Enclosures CONSENT ITEM — 6E 'It ,--ARZEN HILLS MEMORANDUM DATE: November 12, 2019 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Mike Mrosla, Community Development Manager/City Planner SUBJECT: 2020 Curbside & Non -Curbside Recycling Fees Budgeted Amount: Actual Amount: Funding Source: NA NA NA Council Should Consider Motion to Approve Resolution 2019-038 setting the 2020 Curbside and Non -Curbside Recycling Fees_ Background Republic Services provides curbside recycling collection. The recycling budget is an enterprise fund that receives revenues from the annual household fee that is applied to the property taxes and from the SCORE grant provided by Ramsey County. The majority of the expenses are for the collection services provided by Republic Services. Since there are no other dedicated funding sources, the revenue must be balanced with the expenses. The per unit fee charged by Republic Services for curbside collection is expected to increase in May 2020 based on changes in the Consumer Price Index (CPI) from the Federal Reserve for the Upper Midwest. Based on the anticipated cost of the collection services and the expected revenue from the SCORE grant funds and revenue share, the annual fee for residents receiving curbside collection is proposed to increase from $51.50 to $53.00. Staff is proposing an increase in the annual fee for each housing unit that is not part of the curbside recycling program from $3.00 to $3.50. This fee would be applied to Cottage Villas, Hunters Park Condos, Parkshore Apartments, Arden Manor, E Street Flats, Arden Flats, and Johanna Shores. The increase in fees is the result of a combination of increased costs and reduced revenues to the City. The proposed annual fee increases are $1.50 per household for curbside recycling, and an additional $.50 per unit for those not participating in curbside recycling. Ramsey County requires recycling fees to be set by mid- November so they can add them to the upcoming year's property taxes. Budget Impact This information is included in the proposed 2020 budget. Attachment A. Resolution 2019-038 Page 1 of 1 Attachment A lt -ARZEN HILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2019-038 A RESOLUTION ESTABLISHING THE SERVICE FEE CHARGE FOR THE 2020 RESIDENTIAL CURBSIDE RECYCLING PROGRAM WHEREAS, the City of Arden Hills has an established curbside recycling program in place for Arden Hills residents; and WHEREAS, the City will continue the program into the year 2020, and WHEREAS, the City Council of Arden Hills has entered into a Joint Powers Agreement (JPA) with Ramsey County to assess residential property owners fees to support the recycling program; and WHEREAS, the City of Arden Hills wishes to continue this funding mechanism. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Arden Hills, Minnesota: That the funding rate for residential recycling for the year 2020 is hereby established at $53.00 per residential unit that is offered curbside recycling services, and $3.50 per residential unit that is not offered curbside recycling services. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 12th DAY OF NOVEMBER, 2019. I.r01021 JULIE HANSON, CITY CLERK DAVID GRANT, MAYOR CONSENT ITEM — 6F ,- DEN HILLS MEMORANDUM DATE: November 12, 2019 TO: Honorable Mayor and City Councilmembers David Perrault, City Administrator FROM: Todd Blomstrom, Interim Public Works Director/City Engineer SUBJECT: Ordinance 2019-008 Amending Chapter 10, Regulating Nonessential Water Usage Upon a Critical Water Deficiency Budgeted Amount: Actual Amount: Funding Sources: N/A N/A Water Fund Council Should Consider Adoption of Ordinance 2019-008 amending Chapter 10, Utilities, by adding Section 1000.24, regulating nonessential water usage upon a critical water deficiency. Background/Discussion On March 25, 2019, the City Council adopted the Local Water Supply Plan for the City of Arden Hills. As part of completing this plan, the City is required to adopt and enforce a Critical Water Deficiency Ordinance to address water conservation restrictions during critical water shortages as declared by executive order of the governor, pursuant to Minnesota Statutes 103G.291. The City Attorney prepared the recommended Critical Water Deficiency Ordinance (Attachment A) based on model ordinance language developed by the League of Minnesota Cities. The proposed ordinance applies to all water customers who own or control water use on any premises. The ordinance establishes procedures if a critical water deficiency is declared by the governor, the mandatory emergency water conservation measures that are to be implemented, and enforcement procedures for violations. The City Attorney and staff recommend adoption of the ordinance. Attachments Attachment A — Ordinance 2019-008 Amending Chapter 10, Critical Water Deficiency Attachment B — Summary of Ordinance 2019-008 Page 1 of 1 'It EN HILLS ORDINANCE NO. 2019-008 CITY OF ARDEN HILLS RAMSEY COUNTY, MINNESOTA Attachment A AN ORDINANCE AMENDING CHAPTER 10, UTILITIES, BY ADDING SECTION 1000.24, REGULATING NONESSENTIAL WATER USAGE UPON CRITICAL WATER DEFICIENCY AS AUTHORIZED BY MINN. STAT. § 103G.291, SUBD. 1 AND 2, OF THE ARDEN HILLS CITY CODE THE CITY COUNCIL OF THE CITY OF ARDEN HILLS, MINNESOTA, ORDAINS: SECTION 1. Chapter 10 — Utilities, is hereby amended by adding a new Section 1000.24 in its entirety as follows: Chapter 10 — Utilities Section 1000.24 — Regulating Nonessentional Water Usage Upon Critical Water Deficiency Subd. 1 Purpose. This ordinance establishes water conservation restrictions; and the plan will be in effect at any time the governor declares by executive order a critical water deficiency, pursuant to Minnesota Statutes section 103G.291. Subd.2 Definitions. - Clerk in statutory cities means the person assigned duties pursuant to Minn. Stat. § 412.151; or the city manager pursuant to Minn. Stat. § 412.601 — 412.751 or in charter cities as determined by city charter. - Department means the city water department. - Emergency means the declaration of a critical water deficiency by the governor. - Irrigation means the watering of shrubs, trees, sod, seeded areas, gardens, lawns, or any other outdoor vegetation, except outdoor vegetation utilized for agricultural purposes. - Notification to public means notification through local media, including interviews and issuance of news releases. - Public water supplier means the city or other entity that owns, manages, or operates a public water supply, as defined in Minn. Stat. § 144.382, subdivision 4. - Reclaimed water means water collected from rooftops, paved surfaces, or other collection devices and all water utilized more than once before re-entering the natural water cycle. - Water Recirculation system means any system which enables a user to reuse water at least once prior to returning the water to the natural water cycle. Subd.3 Application. A. This ordinance applies to all customers of public water suppliers who own or control water use on any premises. B. No person shall make, cause, use, or permit the use of water received from a public water supply for residential, commercial, industrial, governmental, or any other purpose in any manner contrary to any provision in this ordinance. C. Mandatory emergency conservation measures shall be implemented based upon the declaration of a critical water emergency by the governor. Subd. 4 Declaration of Critical Water Deficiency. Upon the declaration of a critical water deficiency by the governor, the public water supplier shall immediately post notice of the emergency declaration at the usual meeting place of the city council, or the official city bulletin board. The city shall provide notification to the public as quickly as possible or through established water supply plans emergency response plans or procedures. Subd. 5 Mandatory Emergency Water Conservation Measures. Upon declaration of a water emergency and notification to the public, the following mandatory restrictions upon nonessential water use shall be enforced: (i) Outdoor irrigation of yards, gardens, golf courses, parklands, and other non-agricultural land, except for those areas irrigated with reclaimed water, is prohibited. (ii) Washing or spraying of sidewalks, driveways, parking areas, tennis courts, patios, or other paved areas with water from any pressurized source, including garden hoses, except to alleviate immediate health or safety hazards, is prohibited. (iii) The outdoor use of any water-based play apparatus connected to a pressurized source is prohibited. (iv) Restaurants and other food service establishments are prohibited from serving water to their customers, unless water is specifically requested by the customer. (v) Operation of outdoor misting systems used to cool public areas is prohibited. (vi) The filling of swimming pools, fountains, spas, or other exterior water features is prohibited. 2 (vii) The washing of automobiles, trucks, trailers, and other types of mobile equipment is prohibited, except at facilities equipped with wash water recirculation systems, and for vehicles requiring frequent washing to protect public health, safety, and welfare. Subd. 6 Variances. The City Clerk or their designee, is authorized to grant variances to this ordinance where strict application of its provisions would result in serious hardship to a customer. A variance may be granted only for reasons involving health or safety. An applicant may appeal the denial of a variance within five (5) days of the decision by submitting a written appeal to the City Clerk. The City Council shall hear the appeal at the next City Council meeting. The decision of the City Council is final. Subd.7 Violation. A. Violations shall be determined and cited by the City Clerk or his/her designee. A violator may appeal the citation within five (5) days of its issuance by submitting a written appeal to the City. The City Council shall hear the appeal at the next City Council meeting. The decision of the City Council is final. Violators may be granted an administrative waiver if evidence is provided that equipment failure was the cause of the violation. A letter from a qualified vendor or equipment invoice will be required to show proof of equipment failure. B. Upon discovery of a first violation, the violator shall be issued, either personally or by mail, a warning letter that sets forth the violation and which shall describe the remedy and fines for future violations. C. Upon subsequent violations at the same location, the violator shall be issued, either personally or by mail, a citation that sets forth the violation and shall describe the remedy. Fines shall be added to the monthly water bill of the owner or current occupant of the premises where the violation occurred. The imposition of the fine shall in no way limit the right of the City to pursue other legal remedies. Subd. 8 Enforcement. The City Clerk or his/her designee is authorized to designate city employees or law enforcement personnel to enforce the provisions of this ordinance. Subd. 9 Severability. If any provision of this ordinance or the application of any provision to a particular situation is held to be invalid by a court of competent jurisdiction, the remaining portions of the ordinance and the application of the ordinance to any other situation shall not be invalidated. SECTION 2. This Ordinance shall become effective immediately upon its passage and publication according to law. PASSED and ADOPTED this 12th day of November, 2019, by the City Council of the City of Arden Hills, Minnesota. CITY OF ARDEN HILLS 0 ATTEST: Julie Hanson, City Clerk David Grant, Mayor 'It EN HILLS CITY OF ARDEN HILLS RAMSEY COUNTY, MINNESOTA SUMMARY ORDINANCE NO. 2019-008 Attachment B AN ORDINANCE AMENDING CHAPTER 10, UTILITIES, BY ADDING SECTION 1000.24, REGULATING NONESSENTIAL WATER USAGE UPON CRITICAL WATER DEFICIENCY AS AUTHORIZED BY MINN. STAT. § 103G.291, SUBD. 1 AND 2, OF THE ARDEN HILLS CITY CODE NOTICE IS HEREBY GIVEN that, on November 12, 2019, Ordinance No. 2019-008 was adopted by the City Council of the City of Arden Hills, Minnesota. NOTICE IS FURTHER GIVEN that, because of the lengthy nature of Ordinance No. 2019-008, the following summary of the ordinance has been prepared for publication. NOTICE IS FURTHER GIVEN that the ordinance adopted by the City Council adding Section 1000.24 to Chapter 10 regulates nonessential water usage upon a gubernatorial determination of a critical water deficiency. The new section establishes water conservation restrictions, the effective date of the restrictions pursuant to Minnesota Statutes section 103G.291, and as required by the Minnesota Department of Natural Resources, and applies to all customers of public water suppliers who own or control water use on any premises. The ordinance explains the procedures if critical water deficiency is declared by the governor, the mandatory emergency water conservation measures that are to be implemented, establishes what constitutes violations, and the enforcement procedures of those violations. A printed copy of the whole ordinance is available for inspection by any person during the City's regular office hours or on the City's website. APPROVED for publication by the City Council of the City of Arden Hills, Minnesota, this 12th day of November, 2019. CITY OF ARDEN HILLS M. ATTEST: Julie Hanson, City Clerk David Grant, Mayor Published in the Pioneer Press on November 15, 2019. CONSENT ITEM — 6G ,--iRZEN HILLS MEMORANDUM DATE: November 12, 2019 TO: Honorable Mayor and City Councilmembers David Perrault, City Administrator FROM: David Swearingen, Senior Engineering Technician Todd Blomstrom, Interim Public Works Director/City Engineer SUBJECT: Colleen Avenue Storm Drainage Improvements - Payment No. 2, Change Order No. 3 & Change Order No. 4 Budgeted Amount: Actual Amount: Funding Source: $325,389.00 $334,642.10 Surface Water Fund Council Should Consider The council is requested to approve the following items for the Colleen Avenue Storm Drain Improvements project: ■ Payment No. 2 in the amount of $117,043.60 ■ Change Order No. 3 in the amount of $2,897.10 ■ Change Order No. 4 in the amount of $1,100.00 Background/Discussion On June 10, 2019, the City Council adopted Resolution #2019-020 awarding the Colleen Avenue Drainage Improvements contract to Pember Companies, Inc. in the amount of $250,247.00. On October 14, 2019, the City Council approved Payment No. 1 in the amount of $129,066.56. The contractor began the project on September 13, 2019 and since has completed 100% of construction and the project has reached substantial completion. A final punch list has been submitted to Pember Companies to finish the project while a 5% retainage of $12,953.19 is held. Project progress Payment No. 2 is provided in Attachment B. During the submittal and review process for storm sewer structures, the manufacturer (Hancock) determined it was impossible to create a 48" structure as designed. Having three openings for pipes, one being for a 24" pipe, this would cause the structure to lose its integrity. The solution was to upsize the structure to 60" to better fit all the pipes and keep structural strength. The cost to upsize the drainage structure is $2,897.10 as provided in Attachment C. Page 1 of 2 During construction it was determined that the outfalls could benefit from additional riprap to prevent erosion from significant volume and velocity the storm water would direct in the area. 10 cubic yards of riprap were added at unit cost, totaling $1,100 as provided in attachment D. Bolton & Menk recommends approval of Payment No. 2, Change Order No. 3, and Change Order No. 4 (Attachment A). Staff recommends that Council approve the payment and change orders. Budget Impact The revised construction contract amount and overall budget for the Colleen Avenue Drainage Improvements project is summarized below. Original Contract Amount: $ 250,247.00 Change Order No. 1 $ 2,800.00 Change Order No. 2 $ 2,456.00 Change Order No. 3 $ 2,897.10 Change Order No. 4 $ 1,100.00 Amended Contract Amount: $ 259,500.10 Engineering Design: $ 42,142.00 Construction Administration: $ 33,000.00 Total Project Budget: $ 334,642.10 (2.8% Over Budgeted Amount) The entire cost of this project is funded by the Surface Water Management Fund. Attachments Attachment A: Bolton & Menk Letter Attachment B: Pay Request No. 2 Attachment C: Change Order No.3 Attachment D: Change Order No.4 Page 2 of 2 Q& MENK Real People. Real Solutions. November 5, 2019 Mr. Todd Blomstrom Interim Public Works Director/City Engineer City of Arden Hills Sent via email: TBlomstrom ityofardenhills.org RE: Pay Request No. 2 Colleen Avenue Drainage Improvements City of Arden Hills Project No.: T19.116818 Dear Mr. Blomstrom, Attachment A icollet Avenue N 55337-1649 Ph: (9521890-0509 Fax: (952) 890-8065 Bolton-Menk.com We have reviewed quantities for partial payment for Pay Estimate No. 2 for the Colleen Avenue Drainage Improvement project and recommend payment per the included Request for Payment. This pay request includes payment for Change Order No. 3, for upsizing MH 2 from 48" to 60" per the manufacturer's requirements, the total for this change is $2,897.10. The pay request also includes payment for Change Order No. 4, 10 cy of additional riprap at FES 3. During construction it was determined that the outfall could benefit from additional riprap. Payment for Change Order No. 4 is at the unit price bid for Random RipRap Class IV and totals $1,100. Upon review and council approval, please include a fully -executed copy of the Request for Payment with payment to Pember Companies. If you have questions regarding this pay request, please let me know. Sincerely, Bolton & Menk, Inc. Sarah E. Lloyd, P.E. Principal Engineer Encl. Cc: David Swearingen C:\Users\sarahll\Desktop\Pay Request 2CL.docx Bolton & Menk is an equal opportunity employer. •Ar• C) O CD N N N M %7 O r r � r a;3 > d -0 U C U � ca) 'O O a) d v f� � Q z W W J J O U z U M Z J w LO z Q OL o CCD m O E1n 0 0 waci a. z d O O U- a Attachment B U O t/7 E o N U , " (D O O O 1n O O O V' a) O 7 — ('7 — UA (D O Il- CO O M Co (D M O7 'IT N LQ O C O O Co CO 0 0 � (D O) o) O N_ O) P. 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N4449 469" Street Menomonie, WI 54751 Dear Sirs: Attachment C Under your contract dated June 10, 2019, with the City of Arden Hills, the City of Arden Hills hereby directs you to do the following: Upsize structure MH 2 per direction from Hancock regarding structure requirements per pipe angles. Total cost for all work associated with this change is $2,897.10. and add to the contract, in accordance with the contract and specifications, the sum of $ 2,897.10. AMOUNT OF ORIGINAL TOTAL TOTAL CONTRACT TO CONTRACT 1 ADDITIONS DEDUCTIONS DATE $ 250,247.00 $ 8,153.10 (WO # 1+2+3) ($0.00) 1 $ 258,400.10 Date Approved: PEMBER COMPANIES, INC. Contractor By: %�D 7&k-1 Title: 6yet--f 14'1- uel, Pr2'J�4ej ), C: Finance & File CITY OF ARDEN HILLS Todd Blomstrom Interim PWD/City Engineer Work Order #4 Page 1 of 1 WORK ORDER NO.4 CITY OF ARDEN HILLS ENGINEERING DEPARTMENT PEMBER COMPANIES, INC. N4449 469th Street Menomonie, WI 54751 Dear Sirs: Attachment D Under your contract dated June 10, 2019, with the City of Arden Hills, the City of Arden Hills hereby directs you to do the following: Add 10 cy of additional Random RipRap Class IV at FES 3, paid at the unit price bid $110/cy. Total cost for all work associated with this change is $1,100.00. and add to the contract, in accordance with the contract and specifications, the sum of $ 1,100.00. AMOUNT OF ORIGINAL TOTAL TOTAL CONTRACT TO CONTRACT ADDITIONS DEDUCTIONS DATE $ 250,247.00 $ 9,253.10 (WO's #1-4) ($0.00) $ 259,500.10 Date Approved: PEMBER COMPANIES, INC. Contractor By: XD- Title: Le K1+ IkM—Q-eviQrtCi den+ C: Finance & File CITY OF ARDEN HILLS Todd Blomstrom Interim PWD/City Engineer CONSENT ITEM — 6H 'It ,i` I�EN HILLS MEMORANDUM DATE: November 12, 2019 TO: Honorable Mayor and City Councilmembers David Perrault, City Administrator FROM: David Swearingen, Senior Engineering Technician Todd Blomstrom, Interim Public Works Director/City Engineer SUBJECT: 2018 Street and Utility Improvement Project — Payment No. 10 Budgeted Amount: Actual Amount: Funding Sources: $3,300,000 $3,128,783.15 PK Special Assessments, Utility Funds Council Should Consider The City Council is requested to approve: • Payment No. 10 for the 2018 Street and Utility Improvement Project to Northwest Asphalt, Inc.in the amount of $81,310.54. B a c kg ro und/D is cus s ion On March 26, 2018, the City Council adopted Resolution 2018-034 Awarding the 2018 Street and Utility Improvement Project to Northwest Asphalt, Inc. in the amount of $2,491,595.86 which since has been revised to $2,615,187.61 due to contract changes. The recommended Payment No. 10 is for project progress up to date in the amount of $81,310.54. The project is 96% complete and has reached substantial completion. A final punch list has been submitted to the contractor to finish out the remainder of the work. Budget Impact WSB has provided a recommendation to approve Payment No. 10 in the amount of $81,310.54 (Attachment A) bringing the total amount paid to date to $2,383,607.30. Payment Voucher No. 10 is included as Attachment B. Page 1 of 2 The following is a summary of the revised contract amount for the 2018 Street and Utility Improvement Project. Initial Contract Amount: $2,491,595.86 Change Order No. 1 $ 40,408.53 Change Order No. 2 $ 5,705.00 Change Order No. 3 $ 28,210.00 Change Order No. 4 $ 4,597.00 Change Order No. 5 $ 3,128.00 Change Order No. 6 $ 39,324.30 Change Order No. 7 $ 2,218.92 Total $2,615,187.61 A tM a hmP ntc Attachment A: WSB Letter — Payment No. 10 Attachment B: Payment No. 10 Page 2 of 2 Attachment A wsb November 4, 2019 Mr. Todd Blomstrom Interim Public Works Director/City Engineer City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112 Re: Construction Pay Voucher No. 10 2018 Street and Utility Improvement Project City Project No. PW -17-0102 City of Arden Hills, MN WSB Project No. R-010111-000 0 Dear Mr. Blomstrom: z W 00 Please find enclosed Construction Pay Voucher No. 10 in the amount of $81,310.54 for the above -referenced project. The quantities completed to date have been reviewed and agreed upon by the contractor, and we hereby recommend that the City of Arden Hills approve Construction Pay Voucher No. 10 in the amount of $81,310.54 for Northwest Asphalt, Inc. Once 00 processed, please keep one copy for your records and return two copies to our office, one for the 4 contractor and one for our files. If you have any questions or comments regarding the enclosed, please contact me at 763.762.2801. Thank you. Sincerely, WSBUi LL 0 W Sue Polka, PE z Project Manager Attachments T n E R i i i srb K:\010111-000\Admin\Construction Admin\Pay Vouchers\Pay Voucher No. 10\R-010111-000 CST LTR VO 10 CTY-t blomstrom-110419.docx Attachment B CITY OF ARDEN HILLS 1245 West Highway 96 Arden Hills, MN 55112 Project R-010111-000 - 2018 Street and Utility Improvement Project W"'SPay Voucher No. 10 Contractor: Northwest Asphalt, Inc. Contract No. 1451 Stagecoach Rd. Vendor No. Shakopee, MN 55379 For Period: 9/7/2019 - 10/22/2019 Warrant # Date Contract Amounts Work Certified This Pay Voucher Funds Encumbered Original Contract $2,491,595.86 Original $2,491,595.86 Contract Changes $123,591.75 Additional N/A Revised Contract $2,615,187.61 Total $2,491,595.86 Work Certified To Date Percent Complete: 95.9419% Amount Paid This Pay Voucher $81,310.54 Base Bid Items $2,385,306.74 Backsheet $0.00 Change Order $123,753.58 Supplemental Agreement $0.00 Work Order $0.00 Material On Hand $0.00 Total $2,509,060.32 This is to certify that the items of work shown in this certificate of Pay Voucher have been actually furnished for the work comprising the above mentioned projects in accordance with the plans and pecifications heretofore approved. Approved By /Ap By North es IY1Vc. � r Mayor Contractor Date Approved By November 4, 2019 Date Date Page 1 Work Certified This Pay Voucher Work Certified To Date Less Amount I Retained Less Previous Amount Paid Payments I This Pay Voucher Total Amount Paid To Date R-010111-000 $85,590.05 $2,509,060.32 1 $125,453.02 $2,302,296.76 $81,310.54 $2,383,607.30 Percent Retained: 5.0000% Percent Complete: 95.9419% Amount Paid This Pay Voucher $81,310.54 This is to certify that the items of work shown in this certificate of Pay Voucher have been actually furnished for the work comprising the above mentioned projects in accordance with the plans and pecifications heretofore approved. Approved By /Ap By North es IY1Vc. � r Mayor Contractor Date Approved By November 4, 2019 Date Date Page 1 CITY OF ARDEN HILLS 1245 West Highway 96 Arden Hills, MN 55112 Project No. R-010111-000 Pay Voucher No. 10 R-010111-000 Payment Summary No. From Date To Date Work Certified Amount Retained Amount Paid Category Certified Amount Per Pay Voucher Per Pay Voucher Per Pay Voucher 1 06/04/2018 06/15/2018 $88,043.40 $4,402.17 $83,641.23 2 06/16/2018 07/27/2018 $340,717.73 $17,035.89 $323,681.84 3 07/28/2018 08/24/2018 $437,487.66 $21,874.38 $415,613.28 4 08/25/2018 09/21/2018 $526,372.50 $26,318.62 $500,053.88 5 09/22/2018 10/27/2018 $738,445.15 $36,922.26 $701,522.89 6 10/28/2018 12/05/2018 $102,899.92 $5,145.00 $97,754.92 7 12/06/2018 01/04/2019 $70,302.50 $3,515.12 $66,787.38 8 01/05/2019 04/15/2019 $3,900.00 $195.00 $3,705.00 9 04/16/2019 09/06/2019 $115,301.41 $5,765.07 $109,536.34 10 09/07/2019 10/22/2019 $85,590.05 $4,279.51 $81,310.54 Totals: $2,509,060.32 $125,453.02 $2,383,607.30 R-010111-000 Fundina Cateaory Report Funding Work Less Less Amount Paid Total Category Certified Amount Previous This Amount Paid No. To Date Retained Payments Pay Voucher To Date UNF 2,509,060.32 125,453.02 2,302,296.76 81,310.54 2,383,607.30 Totals: $2,509,060.32 $125,453.02 $2,302,296.76 $81,310.54 $2,383,607.30 R-010111-000 Fundina Source Report Accounting Funding Amount Paid Revised Funds Paid To No. Source This Contract Encumbered Contractor Pay Voucher Amount To Date To Date UNF Unfunded 81,310.54 2,615,187.61 2,491,595.86 2,383,607.30 Totals: $81,310.54 $2,615,187.61 $2,491,595.86 $2,383,607.30 Page 2 CITY OF ARDEN HILLS 1245 West Highway 96 Arden Hills, MN 55112 Project No. R-010111-000 Pav Voucher No. 10 R-010111-000 Project Material Status Quantity Amount Line Item Description Units Unit Price Contract This This Quantity Amount Quantity Pay Pay To Date To Date Voucher Voucher SCHEDULE A. SURFACE IMPROVEMENTS - FULL RECONSTRUCTION AREA 1 2021.501 MOBILIZATION LS $144,317.00 1 0 $0.00 1 $144,317.00 2 2101.502 CLEARING TREE $250.00 16 0 $0.00 35 $8,750.00 3 2101.507 GRUBBING TREE $310.00 16 0 $0.00 32 $9,920.00 4 2104.501 REMOVE CONCRETE CURB L F $4.00 420 0 $0.00 205 $820.00 5 2104.503 REMOVE CONCRETE WALK S F $1.00 160 0 $0.00 66 $66.00 REMOVE 6 2104.505 BITUMINOUS S Y $0.95 18030 0 $0.00 18030 $17,128.50 PAVEMENT REMOVE 7 2104.505 BITUMINOUS S Y $5.00 750 0 $0.00 789.3 $3,946.50 DRIVEWAY PAVEMENT REMOVE 8 2104.505 CONCRETE S Y $7.50 840 0 $0.00 1017.4 $7,630.50 DRIVEWAY PAVEMENT 9 2104.509 REMOVE SIGN EACH $35.00 12 0 $0.00 6 $210.00 SAWING BIT 10 2104.513 PAVEMENT (FULL LF $2.50 190 0 $0.00 206 $515.00 DEPTH) SALVAGE AND 11 2104.601 REINSTALL LS $5,000.00 1 0 $0.00 0 $0.00 LANDSCAPE STRUCTURES SALVAGE AND 12 2104.602 REINSTALL EACH $80.00 58 0 $0.00 69 $5,520.00 MAILBOX SALVAGE & 13 2104.603 REINSTALL SF $20.00 60 0 $0.00 0 $0.00 RETAINING WALL SALVAGE AND 14 2104.618 REINSTALL BRICK SF $10.00 550 0 $0.00 220 $2,200.00 PAVERS COMMON 15 2105.501 EXCAVATION (CV) C Y $16.45 5400 0 $0.00 5400 $88,830.00 (P) 16 2105.507 SUBGRADE C Y $16.45 6200 0 $0.00 6147.45 $101,125.55 EXCAVATION (CV) SELECT 17 2105.522 GRANULAR C Y $25.50 6200 0 $0.00 5822.45 $148,472.48 BORROW (CV) 18 2105.604 GEOTEXTILE S Y $1.25 18400 0 $0.00 17372 $21,715.00 FABRIC TYPE V 19 2112.501 SUBGRADE PREPARATION RDST $200.00 42 0 $0.00 42 $8,400.00 STREET 20 2123.610 SWEEPER (WITH HOUR $135.00 30 0 $0.00 198.25 $26,763.75 PICKUP BROOM) Page 3 CITY OF ARDEN HILLS 1245 West Highway 96 Arden Hills, MN 55112 Project No. R-010111-000 Pay Voucher No. 10 R-010111-000 Project Material Status Quantity Amount Line Item Description Units Unit Price Contract This This Quantity Amount Quantity Pay Pay To Date To Date Voucher Voucher 21 2130.501 WATER MGAL $35.00 70 0 $0.00 0 $0.00 CALCIUM 22 2131.502 CHLORIDE GAL $1.50 5361 0 $0.00 0 $0.00 SOLUTION 23 2211.501 AGGREGATE BASE CLASS 5 TON $14.03 8070 0 $0.00 9772 $137,101.16 HAUL BIT 24 2331.607 PAVEMENT RECLAMATION C Y $11.37 180 0 $0.00 581 $6,605.97 (LV) BITUMINOUS 25 2357.502 MATERIAL FOR GAL $2.50 750 875 $2,187.50 955 $2,387.50 TACK COAT TYPE SP 9.5 26 2360.501 WEARING TON $56.01 1260 1400 $78,414.00 1417 $79,366.17 COURSE MIX (2,B) TYPE SP 9.5 WEARING 27 2360.501 COURSE MIX (2,B) S Y $29.55 750 0 $0.00 665.7 $19,671.44 (3.0" THICK) -BIT D/W TYPE SP 12.5 28 2360.502 NON WEAR TON $52.56 1680 0 $0.00 1703 $89,509.68 COURSE MIX (2,B) TYPE SP 12.5 BIT 29 2360.505 MIXTURE FOR TON $100.00 70 0 $0.00 130.66 $13,066.00 PATCHING 30 2504.602 IRRIGATION EACH $300.00 12 0 $0.00 20 $6,000.00 SYSTEM REPAIR 31 2505.601 UTILITY LS $500.00 1 0 $0.00 1 $500.00 COORDINATION 32 2521.501 4" CONCRETE SF $4.75 160 0 $0.00 68 $323.00 WALK CONCRETE CURB 33 2531.501 & GUTTER L F $12.00 9190 0 $0.00 9276 $111,312.00 DESIGN B618 6" CONCRETE 34 2531.507 DRIVEWAY S Y $56.15 1950 0 $0.00 1649 $92,591.35 PAVEMENT 35 2531.604 7" CONCRETE S Y $62.50 83 0 $0.00 52 $3,250.00 VALLEY GUTTER 36 2563.601 TRAFFIC CONTROL LS $3,900.00 1 0 $0.00 0.75 $2,925.00 37 2540.602 MAIL BOX EACH $35.00 58 0 $0.00 69 $2,415.00 (TEMPORARY) 38 2564.531 SIGN PANELS SF $45.00 38 0 $0.00 39.11 $1,759.95 TYPE C 39 2564.602 INSTALL SIGN EACH $150.00 6 0 $0.00 6 $900.00 TYPE SPECIAL 40 2572.502 CLEAN ROOT LF $8.00 150 0 $0.00 0 $0.00 CUTTING Page 4 CITY OF ARDEN HILLS 1245 West Highway 96 Arden Hills, MN 55112 Project No. R-010111-000 Pay Voucher No. 10 R-010111-000 Project Material Status Quantity Amount Line Item Description Units Unit Price Contract This This Quantity Amount Quantity Pay Pay To Date To Date Voucher Voucher 41 2573.502 SILT FENCE, L F $1.90 1370 0 $0.00 36 $68.40 TYPE MS STORM DRAIN 42 2573.530 INLET EACH $95.00 48 0 $0.00 54 $5,130.00 PROTECTION SEDIMENT 43 2573.533 CONTROL LOG L F $3.00 3723 0 $0.00 740 $2,220.00 TYPE WOOD FIBER SEDIMENT 44 2573.533 CONTROL LOG LF $7.50 150 0 $0.00 0 $0.00 TYPE ROCK STABILIZED 45 2573.535 CONSTRUCTION LS $5,000.00 1 0 $0.00 1 $5,000.00 EXIT 46 2574.508 FERTILIZER TYPE LB $0.75 460 0 $0.00 670 $502.50 BOULEVARD 47 2574.525 TOPSOIL C Y $21.00 1230 0 $0.00 1338 $28,098.00 BORROW 48 2575.505 SODDING TYPE S Y $4.15 10040 0 $0.00 16269 $67,516.35 LAWN EROSION 49 2575.523 CONTROL S Y $1.65 2508 0 $0.00 500 $825.00 BLANKETS CATEGORY 50 2575.535 WATER (TURF MGAL $15.00 170 0 $0.00 136.5 $2,047.50 ESTABLISHMENT) 51 2575.560 HYDRAULIC LB $0.50 5700 0 $0.00 2200 $1,100.00 MULCH MATRIX 52 2582.502 4" SOLID LINE LF $1.00 20 183 $183.00 183 $183.00 EPDXY 53 2582.502 4" DBLE SOLID LF $1.00 20 0 $0.00 0 $0.00 LINE EPDXY 54 2582.503 CROSSWALK SF $3.41 275 255 $869.55 255 $869.55 EPDXY Totals For Section SCHEDULE A. SURFACE IMPROVEMENTS - $81,654.05 $1,279,574.80 FULL RECONSTRUCTION AREA: SCHEDULE B. SANITARY SEWER IMPROVEMENTS - FULL RECONSTRUCTION AREA 55 2104.501 REMOVE SEWER L F $10.00 60 0 $0.00 86 $860.00 PIPE (SANITARY) REMOVE 56 2104.501 SANITARY L F $3.00 200 0 $0.00 11 $33.00 SERVICE PIPE 57 2104.509 REMOVE EACH $400.00 2 0 $0.00 0 $0.00 MANHOLE 58 2104.509 REMOVE EACH $75.00 29 0 $0.00 21 $1,575.00 CASTING 59 2105.601 DEWATERING LS $0.01 1 1 0 $0.00 0 $0.00 60 2123.610 UTILITY CREW HOUR $750.00 51 0 $0.00 1.36 $1,020.00 Page 5 CITY OF ARDEN HILLS 1245 West Highway 96 Arden Hills, MN 55112 Project No. R-010111-000 Pay Voucher No. 10 R-010111-000 Project Material Status Quantity Amount Line Item Description Units Unit Price Contract This This Quantity Amount Quantity Pay Pay To Date To Date Voucher Voucher CONNECTTO 61 2503.602 EXISTING EACH $768.00 3 0 $0.00 4 $3,072.00 SANITARY SEWER CONNECT TO 62 2503.602 EXISTING SANITARY EACH $508.50 10 0 $0.00 1 $508.50 SEWER SER 63 2503.602 8"X4" PVC WYE EACH $616.00 5 0 $0.00 1 $616.00 64 2503.602 12"X4" PVC WYE EACH $806.00 5 0 $0.00 0 $0.00 65 2503.603 8' PVC PIPE L F $83.25 60 0 $0.00 103 $8,574.75 SEWER - SDR 35 66 2503.603 4" PVC PIPE SEWER - SDR 26 L F $30.60 260 0 $0.00 11 $336.60 8" CURED -IN - 67 2503.603 PLACE PIPE L F $26.90 640 0 $0.00 0 $0.00 SYSTEM 12" CURED -IN - 68 2503.603 PLACE PIPE L F $52.90 690 0 $0.00 814 $43,060.60 SYSTEM LATERAL 69 2503.602 CONNECTION EACH $3,105.30 20 0 $0.00 7 $21,737.10 HAT TELEVISE 70 2503.603 SANITARY LF $1.20 2745 0 $0.00 1464 $1,756.80 SEWER RECONSTRUCT 71 2506.502 SANITARY LF $390.00 104 0 $0.00 39.25 $15,307.50 SEWER MANHOLE 72 2506.516 CASTING ASSEMBLY EACH $900.00 29 0 $0.00 21 $18,900.00 CONSTRUCT 48" 73 2506.603 DIA SANITARY LF $381.00 50 0 $0.00 0 $0.00 MANHOLE Totals For Section SCHEDULE B. SANITARY SEWER $0.00 $117,357.85 IMPROVEMENTS - FULL RECONSTRUCTION AREA: SCHEDULE C. WATER MAIN IMPROVEMENTS - FULL RECONSTRUCTION AREA 74 2104.501 REMOVE WATER L F $6.00 3220 0 $0.00 3376 $20,256.00 MAIN 75 2104.501 REMOVE WATER L F $3.00 2500 0 $0.00 2287 $6,861.00 SERVICE PIPE 76 2104.509 REMOVE CURB EACH $50.00 68 0 $0.00 68 $3,400.00 STOP & BOX 77 2104.509 REMOVE GATE EACH $75.00 8 0 $0.00 13 $975.00 VALVE & BOX 78 2104.509 REMOVE EACH $150.00 14 0 $0.00 14 $2,100.00 HYDRANT 79 2104.603 ABANDON WATER LF $6.00 1210 0 $0.00 1190 $7,140.00 MAIN 80 12105.601 1 DEWATERING ILS 1 $0.01 1 1 0 $O.Ool 0 $0.00 Page 6 CITY OF ARDEN HILLS 1245 West Highway 96 Arden Hills, MN 55112 Project No. R-010111-000 Pay Voucher No. 10 R-010111-000 Project Material Status Quantity Amount Line Item Description Units Unit Price Contract This This Quantity Amount Quantity Pay Pay To Date To Date Voucher Voucher 81 2123.610 UTILITY CREW HOUR $750.00 10 0 $0.00 1.3 $975.00 TEMPORARY 82 2504.601 WATER SERVICE - LS $5,700.00 1 0 $0.00 1 $5,700.00 A TEMPORARY 83 2504.601 WATER SERVICE - LS $5,700.00 1 0 $0.00 1 $5,700.00 B CONNECT TO 84 2504.602 EXISTING WATER EACH $1,265.00 5 0 $0.00 5 $6,325.00 MAIN CONNECT TO 85 2504.602 EXISTING WATER EACH $350.00 68 0 $0.00 69 $24,150.00 SERVICE 86 2504.602 1" CORPORATION EACH $306.00 68 0 $0.00 69 $21,114.00 STOP 87 2504.602 BOX RB STOP & EACH $415.00 68 0 $0.00 68 $28,220.00 88 2504.602 INSTALL EACH $3,580.00 14 0 $0.00 14 $50,120.00 HYDRANT 89 2504.602 BOX TE VALVE & EACH $1,405.00 14 0 $0.00 14 $19,670.00 90 2504.602 BOX TE VALVE & EACH $1,866.00 13 0 $0.00 13 $24,258.00 91 2504.602 CURB BOX EACH $130.00 5 0 $0.00 2 $260.00 CASTING 92 2504.603 1" TYPE K L F $29.62 2610 0 $0.00 2641 $78,226.42 COPPER PIPE 6" WATERMAIN 93 2504.603 DUCTILE IRON CL L F $36.10 190 0 $0.00 195.5 $7,057.55 52 94 2504.603 8" PVC C900 L F $31.61 4470 0 $0.00 4482 $141,676.02 WATER MAIN 8" PVC 95 2504.603 WATERMAIN L F $209.50 60 0 $0.00 60 $12,570.00 (DIRECTIONAL DRILLED) 96 2504.604 4" POLYSTYRENE S Y $41.91 70 0 $0.00 62.45 $2,617.28 INSULATION 97 2504.608 DUCTILE IRON LB $3.73 6130 0 $0.00 5529 $20,623.17 FITTINGS Totals For Section SCHEDULE C. WATER MAIN IMPROVEMENTS - $0.00 $489,994.44 FULL RECONSTRUCTION AREA: SCHEDULE D. DRAINAGE IMPROVEMENTS - FULL RECONSTRUCTION AREA 98 2104.501 REMOVE SEWER L F $8.00 810 0 $0.00 922 $7,376.00 PIPE (STORM) REMOVE 99 2104.509 DRAINAGE EACH $400.00 7 0 $0.00 8 $3,200.00 STRUCTURE 100 2104.509 REMOVE PIPE EACH $150.00 3 0 $0.00 2 $300.00 APRON Page 7 CITY OF ARDEN HILLS 1245 West Highway 96 Arden Hills, MN 55112 Project No. R-010111-000 Pay Voucher No. 10 R-010111-000 Project Material Status Quantity Amount Line Item Description Units Unit Price Contract This This Quantity Amount Quantity Pay Pay To Date To Date Voucher Voucher 101 2104.525 ABANDON EACH $400.00 1 0 $0.00 0 $0.00 MANHOLE 102 2104.603 ABANDON STORM L F $15.00 140 0 $0.00 304 $4,560.00 SEWER 103 2105.601 DEWATERING LS $0.01 1 0 $0.00 0 $0.00 104 2123.610 UTILITY CREW HOUR $750.00 10 0 $0.00 0 $0.00- 105 2501.515 12" RC PIPE EACH $776.00 2 0 $0.00 2 $1,552.00 APRON 106 2501.515 15" RC PIPE APRON EACH $1,015.00 2 0 $0.00 2 $2,030.00 107 2501.515 18 RC PIPE EACH $1,145.00 1 0 $0.00 1 $1,145.00 APRON 108 2501.515 15" GS PIPE EACH $261.00 1 0 $0.00 0 $0.00 APRON 109 2501.515 24" GS PIPE EACH $457.00 1 0 $0.00 0 $0.00 APRON 22" SPAN RC 110 2501.525 PIPE -ARCH EACH $1,273.00 2 0 $0.00 3 $3,819.00 APRON 111 2502.541 4" PERF PE PIPE L F $12.85 1150 0 $0.00 1194 $15,342.90 DRAIN 112 2502.602 8" PVC PIPE DRAIN CLEANOUT EACH $247.00 1 0 $0.00 0 $0.00 22" SPAN RC 113 2501.521 PIPE -ARCH CULV L F $66.60 310 0 $0.00 404 $26,906.40 CL IIA 114 2503.511 12" RC PIPE SEWER CLASS V L F $38.01 630 0 $0.00 625 $23,756.25 115 2503.511 15" RC PIPE SEWER CLASS V L F $38.40 1170 0 $0.00 1267 $48,652.80 116 2503.511 18" RC PIPE L F $41.61 520 0 $0.00 420 $17,476.20 SEWER CLASS III 117 2503.511 21" RC PIPE L F $47.86 72 0 $0.00 40 $1,914.40 SEWER CLASS III 118 2503.511 24" RC PIPE L F $51.32 29 0 $0.00 29 $1,488.28 SEWER CLASS III CONNECT TO 119 2503.602 EXISTING STORM EACH $750.00 2 0 $0.00 3 $2,250.00 SEWER 120 2503.603 8" HDPE PIPE L F $29.89 103 0 $0.00 79.45 $2,374.76 SEWER 121 2503.603 15" HDPE PIPE L F $32.80 192 0 $0.00 192 $6,297.60 SEWER 122 2503.603 24" HDPE PIPE L F $43.19 375 0 $0.00 331 $14,295.89 SEWER CONST 123 2506.501 DRAINAGE L F $274.00 14.3 0 $0.00 19.1 $5,233.40 STRUCTURE DESIGN N CONST Page 8 CITY OF ARDEN HILLS 1245 West Highway 96 Arden Hills, MN 55112 Project No. R-010111-000 Pay Voucher No. 10 R-010111-000 Project Material Status Quantity Amount Line Item Description Units Unit Price Contract This This Quantity Amount Quantity Pay Pay To Date To Date Voucher Voucher DRAINAGE 124 2506.501 STRUCTURE DES L F $320.00 134.4 0 $0.00 141.57 $45,302.40 48-4020 CONST 125 2506.501 DRAINAGE STRUCTURE DES L F $567.00 42.6 0 $0.00 45.59 $25,849.53 60-4020 CONSTRUCT DRAINAGE 126 2502.502 STRUCTURE EACH $6,741.00 2 0 $0.00 2 $13,482.00 DESIGN SPECIAL 1 CONSTRUCT DRAINAGE 127 2506.502 STRUCTURE EACH $1,491.00 16 0 $0.00 15 $22,365.00 DESIGN SPECIAL (2'X3') 128 2506.516 CASTING EACH $500.00 41 0 $0.00 41 $20,500.00 ASSEMBLY 129 2506.601 ORIFICE PLATE EACH $850.00 2 0 $0.00 3 $2,550.00 130 2506.602 CHIMNEY SEALS EACH $225.00 59 0 $0.00 59 $13,275.00 131 2511.501 RANDOM RIPRAP C Y $75.00 29.9 0 $0.00 13.6 $1,020.00 CLASS III 132 2511.501 RANDOM RIPRAP C Y $75.00 29.9 0 $0.00 26.9 $2,017.50 CLASS IV 133 2571.507 PERENNIAL 1 GAL PLT $20.88 41 0 $0.00 0 $0.00 CONT 134 2571.507 PERENNIAL PLT $7.00 123 123 $861.00 123 $861.00 PLUGS SEDIMENT 135 2573.533 CONTROL LOG L F $2.95 400 0 $0.00 0 $0.00 TYPE STRAW SEDIMENT 136 2573.533 CONTROL LOG L F $3.75 400 0 $0.00 0 $0.00 TYPE WOOD FIBER 137 2574.508 FERTILIZER TYPE LB $2.08 12 0 $0.00 0 $0.00 138 2575.501 SEEDING ACRE $2,500.00 0.1 0 $0.00 0 $0.00 139 2575.502 SEED MIXTURE LB $19.33 5 0 $0.00 0 $0.00 34-261 140 2575.502 SEED MIXTURE LB $12.46 5 0 $0.00 0 $0.00 35-241 EROSION 141 2575.523 CONTROL S Y $1.35 350 0 $0.00 0 $0.00 BLANKETS CATEGORY Totals For Section SCHEDULE D. DRAINAGE IMPROVEMENTS - $861.00 $337,193.31 FULL RECONSTRUCTION AREA: SCHEDULE E. SURFACE IMPROVEMENTS - RECLAMATION AREA Page 9 CITY OF ARDEN HILLS 1245 West Highway 96 Arden Hills, MN 55112 Project No. R-010111-000 Pay Voucher No. 10 R-010111-000 Project Material Status Quantity Amount Line Item Description Units Unit Price Contract This This Quantity Amount Quantity Pay Pay To Date To Date Voucher Voucher 142 2021.501 MOBILIZATION LS $2,000.00 1 0 $0.00 1 $2,000.00 143 2104.501 REMOVE CONCRETE CURB LF $6.00 330 0 $0.00 424 $2,544.00 144 2104.509 REMOVE CASTING EACH $50.00 8 0 $0.00 9 $450.00 145 2104.509 REMOVE GATE VALVE & BOX EACH $300.00 2 0 $0.00 1 $300.00 SAWING BIT 146 2104.513 PAVEMENT (FULL L F $2.50 210 0 $0.00 200 $500.00 DEPTH) 147 2104.523 SALVAGE SIGN EACH $35.00 4 0 $0.00 0 $0.00 SALVAGE AND 148 2104.602 REINSTALL EACH $80.00 8 0 $0.00 0 $0.00 MAILBOX COMMON 149 2105.501 EXCAVATION (CV) C Y $15.00 440 0 $0.00 440 $6,600.00 (P) 150 2105.507 SUBGRADE EXCAVATION (CV) C Y $16.45 510 0 $0.00 261 $4,293.45 SELECT 151 2105.522 GRANULAR C Y $25.50 510 0 $0.00 331 $8,440.50 BORROW (CV) STREET 152 2123.610 SWEEPER (WITH HOUR $135.00 20 0 $0.00 25 $3,375.00 PICKUP BROOM) 153 2130.501 WATER MGAL $35.00 30 0 $0.00 0 $0.00 CALCIUM 154 2131.502 CHLORIDE GAL $1.50 1730 0 $0.00 0 $0.00 SOLUTION 155 2215.501 FULL DEPTH RECLAMATION S Y $1.35 7030 0 $0.00 7030 $9,490.50 BITUMINOUS 156 2357.502 MATERIAL FOR GAL $2.50 360 0 $0.00 350 $875.00 TACK COAT TYPE SP 9.5 157 2360.501 WEARING TON $56.65 600 0 $0.00 680 $38,522.00 COURSE MIX (2,B) TYPE SP 12.5 158 2360.502 NON WEAR TON $52.43 800 0 $0.00 840.82 $44,084.19 COURSE MIX (2,B) 159 2504.602 ADJUST GATE VALVE & BOX EACH $350.00 5 0 $0.00 3 $1,050.00 160 2504.602 BORATE VALVE & EACH $3,501.67 1 0 $0.00 0 $0.00 161 2506.516 CASTING ASSEMBLY EACH $900.00 7 0 $0.00 8 $7,200.00 CONCRETE CURB 162 2531.501 & GUTTER (HAND- LF $18.10 240 0 $0.00 397 $7,185.70 FORMED) 163 2540.602 MAIL BOX EACH $35.00 8 0 $0.00 0 $0.00 Page 10 CITY OF ARDEN HILLS 1245 West Highway 96 Arden Hills, MN 55112 Project No. R-010111-000 Pay Voucher No. 10 R-010111-000 Project Material Status Quantity Amount Line Item Description Units Unit Price Contract This This Quantity Amount Quantity Pay Pay To Date To Date Voucher Voucher (TEMPORARY) 164 2563.601 TRAFFIC CONTROL LS $1,950.00 1 0 $0.00 1 $1,950.00 165 2564.602 REINSTALL SIGN EACH $150.00 4 0 $0.00 0 $0.00 166 2573.502 SILT FENCE, L F $2.00 290 0 $0.00 0 $0.00 TYPE MS 167 2575.505 SODDING TYPE S Y $9.50 140 0 $0.00 418 $3,971.00 LAWN STORM DRAIN 168 2573.530 INLET EACH $95.00 12 0 $0.00 12 $1,140.00 PROTECTION SEDIMENT 169 2573.533 CONTROL LOG L F $3.55 730 0 $0.00 200 $710.00 TYPE WOOD FIBER BOULEVARD 170 2574.525 TOPSOIL C Y $40.00 20 0 $0.00 32 $1,280.00 BORROW 171 2575.535 WATER (TURF MGAL $40.00 10 0 $0.00 7 $280.00 ESTABLISHMENT) Totals For Section SCHEDULE E. SURFACE IMPROVEMENTS - $0.00 $146,241.34 RECLAMATION AREA: SCHEDULE F. DRAINAGE IMPROVEMENTS - RECLAMATION AREA REMOVE 172 2104.509 DRAINAGE EACH $400.00 2 0 $0.00 2 $800.00 STRUCTURE 173 2506.516 CASTING ASSEMBLY EACH $500.00 7 0 $0.00 7 $3,500.00 CONST 174 2506.501 DRAINAGE LF $680.00 9 0 $0.00 9 $6,120.00 STRUCTURE DES 48-4020 CONSTRUCT DRAINAGE 175 2506.502 STRUCTURE EACH $3,016.00 2 0 $0.00 0 $0.00 DESIGN SPECIAL (2'X3') RECONSTRUCT 176 2506.503 DRAINAGE LF $700.00 1 0 $0.00 1 $700.00 STRUCTURE ADJUST FRAME 177 2506.602 AND RING CASTING (CATCH EACH $200.00 7 0 $0.00 9 $1,800.00 BASIN) 178 2506.602 1 CHIMNEY SEALS EACH $225.00 9 0 $0.00 9 $2,025.00 Totals For Section SCHEDULE F. DRAINAGE IMPROVEMENTS - $0.00 $14,945.00 RECLAMATION AREA: Change Order 1 179 2504.602 BOX TE VALVE & EACH $4,808.58 1 0 $0.00 1 $4,808.58 Page 11 CITY OF ARDEN HILLS 1245 West Highway 96 Arden Hills, MN 55112 Project No. R-010111-000 Pay Voucher No. 10 R-010111-000 Project Material Status Quantity Amount Line Item Description Units Unit Price Contract This This Quantity Amount Quantity Pay Pay To Date To Date Voucher Voucher 180 2504.602 6" GATE VALVE & EACH $2,896.00 1 0 $0.00 1 $2,896.00 181 2504.602 BORATE VALVE & EACH $5,470.18 1 0 $0.00 1 $5,470.18 RECONSTRUCT 182 2504.602 EXISTING EACH $5,082.27 1 0 $0.00 1 $5,082.27 WATERMAIN 183 2502.503 4" PE PIPE DRAIN LF $20.00 200 0 $0.00 158 $3,160.00 184 2105.607 1 1/2" CLEAR ROCK TON $35.30 144 0 $0.00 184.3 $6,505.79 185 2105.507 PEAT REMOVAL & C Y $17.78 735 0 $0.00 735 $13,068.30 DISPOSAL Totals For Change Order 1: $0.00 $40,991.12 Change Order 2 186 2104.521 SALVAGE FENCE LF $10.00 163 0 $0.00 163 $1,630.00 INSTALL 187 2557.603 SALVAGED LF $25.00 163 0 $0.00 156 $3,900.00 FENCE Totals For Change Order 2: $0.00 $5,530.00 Change Order 3 188 2501.515 21" RC PIPE EACH $2,104.55 1 0 $0.00 1 $2,104.55 APRON 189 2104.501 REMOVE SEWER PIPE (STORM) L F $42.50 106 0 $0.00 106 $4,505.00 190 2104.509 REMOVE PIPE APRON EACH $500.00 1 0 $0.00 1 $500.00 191 2104.507 REMOVE RIPRAP C Y $10.00 8 0 $0.00 8 $80.00 192 2503.603 18" HDPE PIPE L F $76.89 205 0 $0.00 205 $15,762.45 SEWER 193 2501.602 18" PIPE APRON EACH $628.00 1 0 $0.00 1 $628.00 CONST 194 2506.602 DRAINAGE STRUCTURE EACH $2,230.00 1 0 $0.00 1 $2,230.00 DESIGN SPECIAL 195 2105.607 1 1/2" CLEAR ROCK TON $40.00 30 0 $0.00 0 $0.00 196 2511.501 RANDOM RIPRAP CLASS III C Y $150.00 8 0 $0.00 8 $1,200.00 Totals For Change Order 3: $0.00 $27,010.00 Change Order 4 197 12105.6011 SITE GRADING LS $4,597.00 1 0 $0.00 1 1 $4,597.00 Totals For Change Order 4: $0.001 1 $4,597.00 Change Order 5 198 2101.511 CLEARING & GRUBBING LS $2,750.00 1 0 $0.00 1 $2,750.00 199 2503.601 CLEAN STORM LS $378.00 1 0 $0.00 1 $378.00 SEWER Page 12 CITY OF ARDEN HILLS 1245 West Highway 96 Arden Hills, MN 55112 Project No. R-010111-000 Pay Voucher No. 10 R-010111-000 Project Material Status No. Type Date Explanation Estimated Quantity Amount Line Item Description :Units Unit Price Contract This This Quantity Amount Order description) Quantity Pay Pay To Date To Date $5,530.00 Order description) Voucher Voucher Change 9/21/2018 Totals For Change Order 5: $28,210.00 $0.00 $3,128.00 Change Order 6 200 2101.511 CLEARING & GRUBBING LS $2,750.00 1 0 $0.00 1 $2,750.00 201 2411.618 MODULAR BLOCK RETAINING WALL S F $49.08 585 0 $0.00 587 $28,809.96 202 2521.518 4" CONCRETE WALK S F $17.75 350 0 $0.00 350 $6,212.50 203 2575.501 TURF ESTABLISHMENT LS $1,650.00 1 0 $0.00 1 $1,650.00 Totals For Change Order 6: 9/9/2019 $0.001 1 $39,422.46 Change Order 7 Order DECIDUOUS Contract Change Totals: 1 204 2571.505 SHRUB NO 5 SHRB $75.00 41 41 $3,075.00 41 $3,075.00 CONT 205 2571.507 PERENNIAL 1 GAL CONT PLT ($20.88) 41 0 $0.00 0 $0.00 Totals For Change Order 7: $3,075.00 $3,075.00 Project Totals: $85,590.05 $2,509,060.32 R-010111-000 Contract Changes No. Type Date Explanation Estimated Amount Paid Amount To Date CO1 Change 7/18/2018 Change Order No. 1 (see change order document for detailed $40,408.53 $40,991.12 Order description) CO2 Change 8/24/2018 Change Order No. 2 (see change order document for detailed $5,705.00 $5,530.00 Order description) CO3 Change 9/21/2018 Change Order No. 3 (see change order document for detailed $28,210.00 $27,010.00 Order description) CO4 Change 12/5/2018 Change Order No. 4 (see change order document for detailed $4,597.00 $4,597.00 Order description) CO5 Change 1/4/2019 Change Order No. 5 (see change order document for detailed $3,128.00 $3,128.00 Order description) CO6 Change 6/17/2019 Change Order No. 6 (see change order document for detailed $39,324.30 $39,422.46 Order description) CO7 Change 9/9/2019 Change Order No. 7 (see change order document for detailed $2,218.92 $3,075.00 Order description) Contract Change Totals: 1 $123,591.75 1$123,753.58 Page 13 CONSENT ITEM — 6I ,--iRZEN HILLS MEMORANDUM DATE: November 12, 2019 TO: Honorable Mayor and City Council Members David Perrault, City Administrator FROM: David Swearingen, Senior Engineering Technician Todd Blomstrom, Interim Public Works Director/City Engineer SUBJECT: Tennis Court Improvements for Cummings and Royal Hills Parks, Pay Voucher No. 2 and Change Order No. 1 Budgeted Amount: Actual Amount: Funding Sources: $349,102 $363,081 PIR COUNCIL SHOULD CONSIDER The Council is requested to approve the following items for the Cummings and Royal Hills Park Project: ■ Pay Voucher No. 2 in the amount of $124,580.15. ■ Change Order No. 1 in the amount of $13,979.00. BACKGROUND/DISCUSSION On July 22, 2019, the City Council adopted Resolution #2019-025 awarding a contract for the Tennis Court Improvements at Cummings and Royal Hills Parks to Bituminous Roadways in the amount of $303,782.00 for the base bid, and declining the bid alternate for Hazelnut Park. The contractor began the project on September 3, 2019 and has completed resurfacing and striping work at Cummings Park. The tennis and basketball courts at Cummings Park are open for public use. The contractor has also completed concrete work, bituminous paving and a majority of restoration at Royal Hills Park. Pay Voucher No. 2 reflects all work through October 31, 2019. The project is estimated to be 85% complete. The project has reached an acceptable state of completion before the winter season and will be substantially completed in the Spring. Project progress Pay Voucher No. 2 is provided in Attachment B. WSB recommends approval of Pay Voucher No. 2 as provided in Attachment A. Staff recommends that Council approve the payment. Page 1 of 2 During construction, additional subgrade corrections were made to remove poor soils and improve the base of the Royal Hills Tennis Court. The additional cost of construction is $13,979.00 as provided in Attachment C. WSB and staff recommend the approval of Change Order No. 1. BUDGET IMPACT The construction contract amount and overall budget for the Tennis Court Improvements for Cummings and Royal Hills Parks is summarized below. Project Expenses Engineering and Construction Admin. (WSB) $ 39,420.00 Geotechnical Investigation (WSB) $ 5,900.00 Change Orders $ 13,979.00 (After approval) Construction Base Bid (Bituminous Roadways) $303,782.00 Total Expenses $363,081.00 Project Funding Capital Improvements PIR Fund $363,081.00 The Capital Improvements PIR Fund will cover the additional costs resulting from Change Order No. 1. Attachments Attachment A: WSB Letter Attachment B: Pay Voucher No. 2 Attachment C: Change Order No. 1 Page 2 of 2 2 0 U Z W m rn 0 0000 (; oo N u7 O z J a Z O O N W H I— W W F U) 2 H m W W r Attachment A wsb November 5, 2019 Todd Blomstrom City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112 Re: Tennis Court Improvements at Cummings, Hazelnut and Royal Hills Project City of Arden Hills Project No. 19 -PARK -001 WSB Project No. R-014152-000 Dear Mr. Blomstrom: Please find enclosed Construction Pay Voucher No. 2 for the above referenced project in the amount of $124,580.15. The quantities completed to date have been reviewed and agreed upon by the contractor, and we hereby recommend that the City of Arden Hills approve Construction Pay Voucher No. 2 for Bituminous Roadways, Inc. The amount indicated above reflects work certified through October 31, 2019, with a 5% retainage applied. Please include one executed copy with the payment to Bituminous Roadways, Inc. and return one executed copy to our office for our file. If you have any questions or comments regarding this voucher, please contact me at 763.231.4865. Sincerely, W Yteven Foss, P A andscape Arc itect Attachments cc: Sue Polka, WSB kkp K:\014152-000\Admin\Construction Admin\Pay Applications\Pay Application #2\014152-000 LTR PV2 to City 110519.docx Attachment B CITY OF ARDEN HILLS 1245 West Highway 96 W Arden Hills ve 55112 Project R-0104152-000 -Tennis Court Improvements At Cummings and Royal Hills Park Pay Voucher No. 2 Contractor: Bituminous Roadways, Inc. City Project No. 19 -PARK -001 1520 Commerce Drive For Period: 10/01/2019 - 10/31/2019 Mendota Heights, MN 55120 Contract Amounts Original Contract $ 303,782.00 Contract Changes 0 Revised Contract 0 Work Certified to Date $ 254,214.00 Base Bid Items $ 254,214.00 Backsheet 0 Change Order 0 Supplemental Agreement 0 Work Order 0 Material on Hand 0 Total $ 254,214.00 Work Certified This Pay Voucher Work Certified to Date Less Amount Retained Less Previous Payments Amount Paid This Pay Voucher Total Amount Paid to Date $ 131,137.00 $ 254,214.00 $ 12,710.70 $ 116,923.15 $ 124,580.15 $ 241,503.30 Percent retained 5% Amount Paid This Pay Voucher $ 124,580.15 This is to certify that the items of work shown in this certificate of Pay Voucher have been actually furnished for the work comprising the above mentioned projects in accordance with the plans and specifications heretofore approved. Approved By:1&-A WSB ADDroved Bv: Bituminous Roadways. Inc. 111/ Projectyager,CONTRACTOR SIGNATURE November 5, 2019 November 5, 2019 Date Date Approved By: CITY OF ARDEN HILLS CITY OF ARDEN HILLS Date K:1014152-000I4dminlConstruction AdminlPay ApplicationslPay Application #21 Page 1 of 4 014152-000 PV2 110419VO 1 Cover PROJECT PAYMENT STATUS OWNER: CITY OF ARDEN HILLS CONTRACTOR: Bituminous Roadways, Inc. CHANGE ORDERS No. Date Description Amount Total Change Orders $0.00 PAYMENT SUMMARY Current Total Total Amount No. From To Payment Retainaqe Earned 1 07/22/19 09/30/19 $116,923.15 $6,153.85 $123,077.00 2 10/01/19 10/31/19 $124,580.15 $12,710.70 $254,214.00 Material on Hand Total Payment to Date $241,503.30 Original Contract $303,782.00 Total Retainage to Date $12,710.70 Change Orders $0.00 Total Amount Earned to Date $254,214.00 Revised Contract Amount $303,782.00 K:1014152-0001AdminlConstruction AdminlPay ApplicationslPay Application #21 Page 2 of 4 014152-000 PV2 110419VO 1 Summary DETAIL SHEET Pay Voucher No. 2 OWNER: 10/01/2019 - 10/31/2019 CITY OF ARDEN HILLS CONTRACTOR: BITUMINOUS ROADWAYS, INC. 1520 COMMERCE DRIVE MENDOTA HEIGHTS, MN 555120 ROYAL HILLS PARK - BASE BID 1 2021.501 MOBILIZATION LS 1 $7,000.00 Quantity Amount 0.90 $ 6,300.00 2 2101.501 CLEARING AND GRUBBING LS Contract Unit $ - Quantity Amount to # 2104.503 Item Units 355 $11.50 This Pay This Pay 355.00 $ 4,082.50 4 2104.503 REMOVE CURB LIN FT Qty Price 32.00 $ 1,216.00 to Date Date 5 2104.504 REMOVE BITUMINOUS PAVEMENT SQ YD 1,060 $1.00 Voucher Voucher 1060.00 $ 1,060.00 CUMMINGS PARK - BASE BID 1 2021.501 MOBILIZATION LS 1 $800.00 $ $ 0.75 $ 600.00 2 2104.606 REMOVE EXISTING ACRYLIC COURT LS 1 $1,700.00 $ $ 1.00 $ 1,700.00 2104.602 REMOVE BASKETBALL GOAL SURFACING 2 $1,200.00 $ 2.00 $ 2,400.00 9 3 2104.607 CRACK FILLING LS 1 $1,700.00 $ $ 1.00 $ 1,700.00 4 2104.608 REMOVE PRACTICE BOARD AND LS 1 $3,100.00 $ $ 1.00 $ 3,100.00 2105.507 COMMON EXCAVATION ASSOCIATED POSTS 1 $25,000.00 $ 0.90 $ 22,500.00 12 5 2563.601 TRAFFIC CONTROL LS 1 $580.00 $ $ 0.75 $ 435.00 6 2582.604 ACRYLIC COLOR SURFACING (FOR SQ YD 2,078 $13.00 2078.00 $ 27,014.00 2078.00 $ 27,014.00 2360.604 3" BITUMINOUS WALK WITH AGGREGATE BASE COURT) 73 $29.00 73.00 $ 2,117.00 73.00 $ 2,117.00 15 ROYAL HILLS PARK - BASE BID 1 2021.501 MOBILIZATION LS 1 $7,000.00 0.30 $ 2,100.00 0.90 $ 6,300.00 2 2101.501 CLEARING AND GRUBBING LS 1 $4,000.00 $ - 1.00 $ 4,000.00 3 2104.503 REMOVE CHAIN-LINK FENCE LIN FT 355 $11.50 $ - 355.00 $ 4,082.50 4 2104.503 REMOVE CURB LIN FT 26 $38.00 32.00 $ 1,216.00 32.00 $ 1,216.00 5 2104.504 REMOVE BITUMINOUS PAVEMENT SQ YD 1,060 $1.00 $ 1060.00 $ 1,060.00 6 2104.601 REMOVE TENNIS NET POST AND NET LS 1 $1,200.00 $ 1.00 $ 1,200.00 7 2014.601 SALVAGE BENCH EACH 2 $1,200.00 $ 1.00 $ 1,200.00 8 2104.602 REMOVE BASKETBALL GOAL EACH 2 $1,200.00 $ 2.00 $ 2,400.00 9 2104.603 REMOVE WOOD TIMBERS LS 1 $3,125.00 $ 1.00 $ 3,125.00 10 2105.507 COMMON EXCAVATION (OFF SITE) CU YD 515 $26.00 $ 515.00 $ 13,390.00 11 2105.507 COMMON EXCAVATION LS 1 $25,000.00 $ 0.90 $ 22,500.00 12 2105.507 SELECT GRANULAR BORROW (FOR COURT) CU YD 1,275 $26.50 $ 1275.00 $ 33,787.50 13 2360.601 BITUMINOUS COURT PAVEMENT WITH AGGREGATE BASE SQ YD 1,180 $31.00 1180.00 $ 36,580.00 1180.00 $ 36,580.00 14 2360.604 3" BITUMINOUS WALK WITH AGGREGATE BASE SQ YD 73 $29.00 73.00 $ 2,117.00 73.00 $ 2,117.00 15 2502.602 4" PVC PIPE DRAIN CLEANOUT EACH 4 $745.00 $ - 4.00 $ 2,980.00 16 2502.603 4" PERF PE PIPE DRAIN LIN FT 692 $16.00 $ 692.00 $ 11,072.00 17 2502.603 4" PE PIPE DRAIN LIN FT 55 $19.00 $ 55.000 $ 1,045.00 18 2521.518 4" CONCRETE WALK WITH AGGREGATE BASE SQ FT 48 $34.00 48.00 $ 1,632.00 48.00 $ 1,632.00 19 2521.603 5" THICK X 18" WIDE CONCRETE MAINTENANCE STRIP LIN FT 404 $53.00 404.00 $ 21,412.00 404.00 $ 21,412.00 20 2521.603 5" THICK X 12" WIDE CONCRETE MAINTENANCE STRIP LIN FT 59 $78.00 59.00 $ 4,602.00 59.00 $ 4,602.00 Page 3 of 4 TOTAL BASE BID $ 131,137.00 $ 254,214.00 CONTRACT CHANGES I I I I I I I I I 1 :1 TOTAL $ 131,137.00 $ 254,214.00 Page 4 of 4 Quantity Amount Contract Unit Quantity Amount to # Item Units This Pay This Pay Qty Price to Date Date Voucher Voucher 21 2531.503 CONCRETE RIBBON CURB WITH BASE LIN FT 20 $227.00 32.00 $ 7,264.00 32.00 $ 7,264.00 22 2531.503 8612 CONCRETE CURB AND GUTTER LIN FT 6 $115.00 $ - $ - WITH BASE 23 2531.603 JOINT ADHESIVE LIN FT 455 $7.00 450.00 $ 3,150.00 450.00 $ 3,150.00 24 2540.601 TENNIS NET AND POST SYSTEM EACH 1 $2,300.00 $ - $ - 25 2540.601 BASKETBALL GOAL EACH 2 $5,700.00 $ - $ - 26 2557.501 10' HIGH, 3 -RAIL CHAIN-LINK LIN FT 346 $90.00 200.00 $ 18,000.00 200.00 $ 18,000.00 PERIMETER FENCE 27 2557.501 8' HIGH, 4' WIDE GATE EACH 1 $1,500.00 $ - $ - 28 2557.501 10' HIGH, 10' WIDE DOUBLE GATE EACH 1 $2,700.00 $ $ - 29 2563.601 TRAFFIC CONTRO S 1 $1,800.00 $ 0.50 $ 900.00 30 2564.602 ADA PARKING SIGN EACH 1 $925.00 $ $ - 31 2572.503 CONSTRUCTION FENCING LIN FT 650 $6.00 $ 650.00 $ 3,900.00 32 2573.535 ROCK CONSTRUCTION ENTRANCE LS 1 $1,700.00 $ 1.00 $ 1,700.00 33 2573.533 SEDIMENT CONTROL LOG, TYPE LIN FT 375 $8.00 $ 375.00 $ 3,000.00 WO FIBER 34 2575.505 SEEDING - TURF SEED MIX ACRE 0.30 $8,000.00 0.30 $ 2,400.00 0.30 $ 2,400.00 35 2575.504 EROSION CONTROL BLANKET SQ YD 1,460 $2.50 1460.00 $ 3,650.00 1460.00 $ 3,650.00 36 2582.501 PARKING LOT STALL AND SYMBOL AT LS 1 $925.00 $ - $ - ADA STALL 37 2582.604 ACRYLIC COLOR SURFACING (FOR SQ YD 1,105 $12.00 $ $ COURT) TOTAL BASE BID $ 131,137.00 $ 254,214.00 CONTRACT CHANGES I I I I I I I I I 1 :1 TOTAL $ 131,137.00 $ 254,214.00 Page 4 of 4 Attachment C CHANGE ORDER NO. 1 TENNIS COURT IMPROVEMENTS AT CUMMINGS & ROYAL HILLS PARK October 31, 2019 CITY PROJECT NO. 19 -PARK -001 CITY OF ARDEN HILLS, MN WSB PROJECT NO. R-014152.000 OWNER: CONTRACTOR: CITY OF ARDEN HILLS BITUMINOUS ROADWAYS, INC. 1245 WEST HWY 96 1520 COMMERCE DRIVE ARDEN HILLS, MN 55112 MENDOTA HEIGHTS, MN 55120 YOU ARE DIRECTED TO MAKE THE FOLLOWING CHANGES IN THE CONTRACT DOCUMENT DESCRIPTION: Add the quantities indicated to the contract quantity utilizing the contract price per unit as necessary to complete work. IT IS UNDERSTOOD THAT THIS CHANGE ORDER INCLUDES ALL ADDITIONAL COSTS AND TIME EXTENSIONS WHICH ARE IN ANY WAY, SHAPE, OR FORM ASSOCIATED WITH THE WORK ELEMENTS DESCRIBED ABOVE. CHANGE IN CONTRACT PRICE: CHANGE IN CONTRACT TIME: ORIGINAL CONTRACT PRICE: $303,782.00 ORIGINAL CONTRACT TIME: 5/15/2020 PREVIOUS CHANGE ORDERS: NO. 1 $0.00 NET CHANGE FROM PREVIOUS CHANGE ORDERS: NONE CONTRACT PRICE PRIOR TO THIS CHANGE ORDER: $303,782.00 CONTRACT TIME PRIOR TO THIS CHANGE ORDER: 5/15/2020 NET INCREASE OF THIS CHANGE ORDER: $13,979.00 NET INCREASE OF CHANGE ORDER: NONE CONTRACT PRICE WITH ALL APPROVED CHANGE ORDERS: $317,761.00 CONTRACT TIME WITH APPROVED CHANGE ORDERS 5/15/2020 RECOMMENDED BY: APPROVED BY: STEVE SS, PLA, PR CT MANAGER ONTRACTOR SIGNATURE WSB BITUMINOUS ROADWAYS INC ENGINEER CONTRACTOR APPROVED BY: CITY ENGINEER CITY ADMINISTRATOR DATE DATE K: W14152-000IAdminlConstructlon AdminlChange Orderl Page 1 of 2 014152-000 CO 1 110419CO 2 CHANGE ORDER NO. 1 TENNIS COURT IMPROVEMENTS AT CUMMINGS & ROYAL HILLS PARK October 31, 2019 CITY PROJECT NO. 19 -PARK -001 CITY OF ARDEN HILLS, MN WSB PROJECT NO. R-014152-000 ADDED ITEMS Item No. Mat. No. Description Qty Unit Price Extended Amount ROYAL HILLS PARK 4 2104.503 REMOVE CURB 6 LIN FT $ 38.00 $ 228.00 10 2105.507 COMMON EXCAVATION (OFF SITE) 296 CU YD $ 26.00 $ 7,696.00 12 2105.507 SELECT GRANULAR BORROW (FOR COURT) 214 CU YD $ 26.50 $ 5,671.00 21 2531.503 CONCRETE RIBBON CURB WITH BASE 12 LIN FT $ 32.00 $ 384.00 TOTAL ADDED ITEMS CHANGE ORDER NO. 1 DELETED ITEMS $13,979.00 Item No. Mat. No. Description Qty Unit Price Extended Amount TOTAL DELETED ITEMS CHANGE ORDER NO. 1 TOTAL ADJUSTMENT TO ORIGINAL CONTRACT AMOUNT $0.00 $13,979.00 K:1014152.00014dminlConstruction AdminlChange Order) Page 2 of 2 014152-000 CO 1 110419CO 2 Detail PUBLIC HEARING — 8A 'It -ARZEN HILLS MEMORANDUM DATE: November 12, 2019 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Julie Hanson, City Clerk SUBJECT: Namaste India Liquor License (Formerly Nutmeg Brewing) Budgeted Amount: Actual Amount: Funding Source: Council Should Consider Holding a public hearing regarding a wine and beer liquor license for Namaste India, formerly known as Nutmeg Brewing (Bidhipur Brewing Company) located at 3673 Lexington Avenue, Suite L. B ackground/D is cus s io n It came to the City's attention that Namaste India recently began operating in the Nutmeg Brewing location. City staff reached out to the business owner and he confirmed the restaurant is now operating under the business name Namaste India. Based on the fact that this restaurant is operating under a new business name, Namaste India, a public hearing and formal Council approval of a wine and beer license is required. All necessary paperwork has been submitted, a satisfactory background check and inspection have been performed by the Ramsey County Sheriffs Office, as well as an inspection by the Fire Marshall. The City Clerk will provide the necessary forms to the State if the license is formally approved by the City Council under New Business item 9A. Budget Impacts N/A Attachments None Page 1 of 1 'It ,ARZEN HILLS MEMORANDUM DATE: November 12, 2019 PUBLIC HEARINGS — 8B TO: Honorable Mayor and City Council Dave Perrault, City Administrator FROM: Mike Mrosla, Community Development Manager/City Planner SUBJECT: Planning Case #19-002 Applicant: Summit Development Property Location: 1718, 1720, 1722 Parkshore Drive and 4177 Old Highway 10 Request: Vacation of Easement Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider the Following Hold the required Public Hearing for the requested Vacation of Easement at 1718, 1720, 1722 Parkshore Drive and 4177 Old Highway 10 as proposed in Planning Case 19-002. Background The applicant has requested a Vacation of Easement in order to consolidate existing lots located at 1718, 1720, 1722 Parkshore Drive and 4177 Old Highway 10 into one lot for a multi -family senior living complex, as approved in Planning Case 19-002. A request for a Vacation of Easement requires a public hearing before the City Council. Easement Vacations The Applicant is requesting vacate all existing drainage, right of way and utility easements as created and dedicated in North Ridge Apartments Addition, according to the recorded plat thereof, Ramsey County, Minnesota, lying over, under, and across Lots 1, 2, 3, and 4, Block 1, and the Park (Attachment A). The City previously approved the Final Plat and Planned Unit Development for North Ridge Apartments in 1989. The project consisted of four (4) stand-alone apartment buildings, located on four (4) individual lots. Due to financial constraints, the developer was unable to move forward with the project and the PUD expired in January 1992. However, the lot subdivision and easements remained in effect. The Interim Public Works Director/City Engineer has reviewed and approved the proposed easement vacations. City of Arden Hills City Council Meeting for November 12, 2019 Page 1 of 2 Notice and Public Comments Notice of the public hearing was published in the Pioneer Press on November 2, 2019. Staff has not received any letters, e-mails, or telephone calls from property owners or residents in regards to this planning case. Attachments A. Location Map B. Proposed Easement Vacation City of Arden Hills City Council Meeting for November 12, 2019 Page 2 of 2 Location Map Attachment A Park and Open Space 0 Subject Parcels Disclaimer: This map is intended for reference purposes only and is not a legally recorded map or survey. The City of Arden Hills shall not be liable for any damages or claims that arise due to accuracy, va ail. bility, use or misuse of the information herein pursuant to MN Statute 466.03 Subd 21. 561 0 N y N W Q m° a C� �� E w°^ yM oN l a6O p d \ G� 1 + + + + + + + + + + \+ +T+ + + + + + + + + + + + + + + + + + + + +I ,rte + 1 poi + + + + + 0,' +1 + + c� + + a_ 1 + + + + + + + -� 1++ + + +� + + + + +_,1 + + � + + + + +1 \ 1 + + ,+ + + -�+ " + + + + ++1 + `�! 1 +++±+ + — 1 LV ++++++++++++\+++ 1 /L + + + + + + �� +++I ' + ,+ + + � ,+ + ,+ +1 0 N y N W Q m° a 6rnp'S yaSahsoen I8C[\AaNns\P£a Pea\s!!!4 uap+e - 1!wwns - IBCC\OOBC- IB[C\sgof\:1 �6S/OZ/EO :abed ane5 0 m o Q N =_ O � o -0 0 o� a M C - O U U U v1 i ( \1� I Zm O -I • rl - N U -Ol CJ G I w ao (] O (Y � (Y O `V C C _ T G� - O) O) U I L -O O o un cc N T � •,� O I c v y � N U I i , O U (Y M T � Ui Cl O U O � CC i \\ Z s r n \ z \ y z>�� Cr a zaaLL= �o - i VFW"m�y F C 0) Z w V O z ; o Z W a W 6rnp'S yaSahsoen I8C[\AaNns\P£a Pea\s!!!4 uap+e - 1!wwns - IBCC\OOBC- IB[C\sgof\:1 �6S/OZ/EO :abed ane5 NEW BUSINESS — 9A EN HILLS MEMORANDUM DATE: November 12, 2019 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Julie Hanson, City Clerk SUBJECT: Approval of Namaste India Liquor License (Formerly Nutmeg Brewing) Budgeted Amount: Actual Amount: Funding Source: Council Should Consider Approving a wine and beer liquor license for Namaste India, formerly known as Nutmeg Brewing (Bidhipur Brewing Company) located at 3673 Lexington Avenue, Suite L. Background The City Council held a public hearing earlier this evening regarding the proposed wine and beer license for Namaste India, formerly known as Nutmeg Brewing (Bidhipur Brewing Company). Discussion Staff is in receipt of all necessary paperwork which includes a new City liquor application and the State's wine and beer license application form. All necessary background checks and inspections by the Ramsey County Sheriff's Office and Fire Marshall have been conducted satisfactorily. If approved by the City Council, the City Clerk will submit the approved application and certificate to the State for finalization. Please note this license will be valid through December 31, 2019 (Namaste India will need to renew its license for 2020 like all other liquor license holders). It is also important to note that liquor licenses held by bowling alleys, hotels, and restaurants do not affect the number of allowable licenses (all of the City's licenses are held by a restaurant or bowling alley with the exception of Cub Foods), so the City is within the number of allowable licenses. Budget Impacts N/A Attachments N/A Page 1 of 1 'It �-zS.RZEN HILLS MEMORANDUM DATE: November 12, 2019 New Business — 9B TO: Honorable Mayor and City Council Dave Perrault, City Administrator FROM: Mike Mrosla, Community Development Manager/City Planner SUBJECT: Planning Case #19-002 Applicant: Summit Development Property Location: 1718, 1720, 1722 Parkshore Drive and 4177 Old Highway 10 Request: Vacation of Easement Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider the Following Motion to adopt Resolution 2019-039 approving a Vacation of Easements at 1718, 1720, 1722 Parkshore Drive and 4177 Old Highway 10 as proposed in Planning Case 19-002. Background The applicant has requested a Vacation of Easement in order to consolidate existing lots located at 1718, 1720, 1722 Parkshore Drive and 4177 Old Highway 10 into one lot for a multi -family senior living complex, as approved in Planning Case 19-002. The Applicant is requesting vacate all existing drainage, right of way and utility easements as created and dedicated in North Ridge Apartments Addition, according to the recorded plat thereof, Ramsey County, Minnesota, lying over, under, and across Lots 1, 2, 3, and 4, Block 1, and the Park (Attachment A). The City previously approved the Final Plat and Planned Unit Development for North Ridge Apartments in 1989. The project consisted of four (4) stand-alone apartment buildings, located on four (4) individual lots. Due to financial constraints, the developer was unable to move forward with the project and the PUD expired in January 1992. However, the lot subdivision and easements remained in effect. The Interim Public Works Director/City Engineer has reviewed and approved the proposed easement vacations. Council shall consider: Adopting a motion approving the Vacation of Easements at 1718, 1720, 1722 Parkshore Drive and 4177 Old Highway 10 via the attached resolution. City of Arden Hills City Council Meeting for November 12, 2019 Page 1 of 2 Motion Language Option 1. Approve with Conditions: Motion to approve Vacation of Easements at 1718, 1720, 1722 Parkshore Drive and 4177 Old Highway 10, subject to the following conditions: a. The existing drainage and utility easements and public right-of-way legally described and depicted on the attached Exhibit "A" is hereby vacated, conditioned on the approval of the Final Plat of ARDEN HILLS SENIOR LIVING. b. The existing drainage and utility easements and public right-of-way legally described and depicted on the attached Exhibit `B" is hereby vacated, conditioned on the approval of the Final Plat of ARDEN HILLS SENIOR LIVING. c. The Applicant is directed to file a certified copy of this Resolution with the County Auditor and County Recorder/Registrar of Titles. This resolution must be recorded just prior to the final plat of ARDEN HILLS SENIOR LIVING. d. The Applicant must provide the City proof of recording. 2. Approve without Conditions: Motion to approve Vacation of Easements at 1718, 1720, 1722 Parkshore Drive and 4177 Old Highway 10. Denial: Motion to deny Vacation of Easements at 1718, 1720, 1722 Parkshore Drive and 4177 Old Highway 10. The City Council should identify findings to deny should specifically reference the reasons for denial and why those reasons cannot be mitigated. 4. Table: Motion to table Vacation of Easements at 1718, 1720, 1722 Parkshore Drive and 4177 Old Highway 10. The City Council should identify a specific reason and/or information request should be included with a motion to table. Budget Impact: NA Attachments A. Resolution 2019-039 City of Arden Hills City Council Meeting for November 12, 2019 Page 2 of 2 Attachment A ,-ARZEN HILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2019-039 RESOLUTION APPROVING THE VACATION OF EASEMENTS AT NORTHRIDGE APARTMENTS ADDITION WHEREAS, Summit Development, submitted a completed application with the City of Arden Hills to vacate the drainage and utility easements and public road right-of-way in NORTHRIDGE APARTMENTS ADDITION located within the City of Arden Hills, as proposed in Planning Case 19-002; and WHEREAS, the subject drainage and utility easements and public right-of-way were dedicated by Document No. 2537262 by Document No. 2353716 as depicted in Exhibit "A"; and WHEREAS, the subject drainage and utility easements way were dedicated in the plat of NORTHRIDGE APARTMENTS ADDITION as depicted in Exhibit `B"; and WHEREAS, Planning Case 19-002 included a concurrent request for a Preliminary Plat and Final Plat that dedicate a new drainage and utility easements and public road right-of- way to the City as depicted on the Final Plat of ARDEN HILLS SENIOR LIVING; and WHEREAS, on the 12th day of November, 2019, a Public Hearing preceded by published, posted, and mailed notice as required by Minn. Stat. §412.851 was conducted before the Arden Hills City Council; and WHEREAS, vacating the existing drainage and utility easements and public road right- of-way will not impact public health safety and welfare because new drainage and utility easements and right-of-way will be dedicated as part of the plat of ARDEN HILLS SENIOR LIVING.; and WHEREAS, at the conclusion of the Public Hearing, the Arden Hills Council determined that vacating the existing easements and right-of-way is in the public's interest. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arden Hills: 1. The existing drainage and utility easements and public right-of-way legally described and depicted on the attached Exhibit "A" is hereby vacated, conditioned on the approval of the Final Plat of ARDEN HILLS SENIOR LIVING. 2. The existing drainage and utility easements and public right-of-way legally described and depicted on the attached Exhibit `B" is hereby vacated, conditioned on the approval of the Final Plat of ARDEN HILLS SENIOR LIVING. 3. The Applicant is directed to file a certified copy of this Resolution with the County Auditor and County Recorder/Registrar of Titles. This resolution must be recorded just prior to the final plat of ARDEN HILLS SENIOR LIVING. 4. The Applicant must provide the City proof of recording. ADOPTED this 12th day of November, 2019, by the City Council of the City of Arden Hills. CITY OF ARDEN HILLS LON ATTEST: Julie Hanson, City Clerk David Grant, Mayor EXIBIT "A" To RESOLUTION NO. 2018-019 0 N W J^ WI`v U H N , ami O x h � O O�ary ry v� o \ \ L — J 3 4 J/+++++ M 4A + + I + C / + + + ;+ + + + / I+++ ) J + + + +� + + -. + + + +++++++++++++++++++ �+ + + + + \\+ + ++ G� + I ° + + + + + + + + + + +\ + + + + I rl (1) _ U + + + + + + + + + + + \ ++ + + + � O'iI 1 + + + V�+ + iE�^lE a`w ro�� '4 +++ ++ + +- �mI�jz F_ I+++ -++++++ ++6aM ++++++ + +a o.A+ + + + �+ + + + + + IVh I+ t f- + + -r++ +++II ++iC� \ + + .+ + + -+-� + \ b!J cc I + + -, + +I w¢ \ 1� + + + + + +\+ + R + + + + + +\� + + 3 O • L + + + + + + \�+ + I O O + +I + ,++++�, + +, + Loll I_ � _ ` — Z C LL z C Ill f0 V r^ `\ \ way? —OIv_` o� ^ M Z Z r W o O a EXIBIT `B" To RESOLUTION NO. 2018-019 6rnp'S yaSahsoen I8C[\AaNns\P£a Pad\s!!!4 uap+e - 1!wwns - IBCC\OOBC- IB[C\sgof\:1 �6S/OZ/EO :abed ane5 0 m o Q N =_ O � o -0 0 L w c - O U U U v1 i—I ( \1� I Zm O • rl — N -01 1^I Q O (Y � (r �� `V C C _ U I L -O O o un cc C14 o .� y T y � N Us Cl O U / O � Ct o i \\ Z s r n \ z \ y IZ3 a zaaLL i VFW"m�y F C 0) Z w V O z ; o Z W a � 6rnp'S yaSahsoen I8C[\AaNns\P£a Pad\s!!!4 uap+e - 1!wwns - IBCC\OOBC- IB[C\sgof\:1 �6S/OZ/EO :abed ane5 NEW BUSINESS — 9C --ARZEN HILLS MEMORANDUM DATE: November 12, 2019 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Mike Mrosla, Community Development Manager/City Planner SUBJECT: Republic Recycling Contract Extension Budgeted Amount: Actual Amount: Funding Source: NA NA NA Council Should Consider Approve the addendum to the Recycling Services Contract with Republic Services in order to extend the current contract from May 4, 2020, to May 3, 2021. Background The existing recycling contract with Republic Services is set to expire on May 4, 2020, unless an extension is granted by the City Council. Staff is proposing a one (1) year extension of the current contract with Republic Services in order to evaluate recycling related needs of the community. Staff intends to discuss 2021 recycling contract RFP with City Council at a future workshop in early 2020. If an extension is approved it provides staff an opportunity to reevaluate the city's recycling needs and provide a full recommend Republic Services Contract The existing contract with Republic Services states that the City has the sole discretion to elect to extend the contract for one (1) or five (5) year increments. In addition, the contract states that in the event of a contract extension the existing terms and conditions shall apply. Budget Impact The proposed one (1) year extension will continue to utilize the fee structure as previously approved in the currently approved contract. Under the current contract, any rate increase shall not exceed 3 percent. Attachment A. Approved Republic Services Contract Page 1 of 1 Attachment A CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS ---Al EN ]HILLS CITY OF ARDEN HILLS CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Table of Contents 1. Term of Contract.....................................................................................................................2 2. Definitions...............................................................................................................................2 3. Scope of Work: General Provisions........................................................................................6 4. Operations................................................................................................................................ 8 5. Collection Services..................................................................................................................9 6. Collection Equipment............................................................................................................1 l 7. Employees.............................................................................................................................12 8. Indemnity.............................................................................................................................13 3 9. Insurance................................................................................................................................13 10. Payment and Performance Bonds/Letter of Credit................................................................14 11. Transferability of Contract....................................................................................................14 12. Reporting and Promotional/Educational Activities...............................................................15 13. Default and Termination........................................................................................................17 14. Payment for Base Collection Services..................................................................................18 15. Miscellaneous Provisions......................................................................................................21 Appendices Appendix A Map of Route Sectors by Collection Day Appendix B City Building(s) and Park(s) to be serviced by the Contractor CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page i CITY OF ARDEN HILLS CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS This Contract, is made and entered into this 23rd day of February, 2015, by and between the City of Arden Hills, a Municipal Corporation under the laws of the State of Minnesota (hereinafter called the "City") and Republic Services, Inc. a corporation under the laws of the State of Minnesota, having its principal place of business at 9813 Flying Cloud Drive, Eden Prairie, MN 55347 (hereinafter called the "Contractor"). WITNESSETH WHEREAS, the City requires the collection and proper management of recyclables within the corporation limits of the City; and WHEREAS, the Contractor is engaged in the business of collecting, processing, and marketing recyclables; and WHEREAS, the City released a request for proposals (RFP) for recyclables collection, processing, and marketing services on September 10, 2014; and WHEREAS, the Contractor (Republic Services) submitted a proposal in response to the City's RFP on October 17, 2014; and WHEREAS, the City desires to hire the services of the Contractor (Republic Services) and the Contractor (Republic Services) desires to provide the services to the City; and NOW, THEREFORE, IT IS AGREED BY AND BETWEEN BOTH PARTIES: That the Recycling Contact for Residential Recycling Services with Republic Services (Contractor) outlines the requested services by the City and costs for these said services for eligible Residential Dwelling Units (RDU) and Multi -Dwelling Units (MDU). CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 1 1. Term of Contract 1.1. This Contract shall commence on May 4, 2015, and shall remain in full force and effect through May 4, 2020, unless terminated in accordance with Section 13 of this Contract. 1.2. The City at its sole discretion may elect to extend the Contract for five (5), one (1) year increments or the City at its sole discretion may elect to extend the Contract for one (1), five (5) year extension. The terms and conditions of this Contract shall apply to any such Contract extension. Nothing in this Contract shall be interpreted to imply or infer that the City is committing to such extensions. 1.3. At least six months prior to the expiration of this Contract (or any extension period), the City shall notify the Contractor of its decision as to whether or not to exercise its extension option. The Contractor may request an early decision by the City for a contract extension by submitting a written request. 2. Definitions The following terms, whenever used in this Contract, shall have the meanings set forth in this Section unless otherwise limited or expanded elsewhere in this Contract. Aluminum Cans Disposable containers fabricated primarily of aluminum, commonly used for soda, beer, juice, water or other beverages. Aseptic Packaging Containers designed to maintain the sterility of a sterile (aseptic) product and Milk Cartons such as food. (e.g. gable -top milk cartons, juice boxes and aseptic packaging used for soup, broth, soy milk, etc. Base Collection The base level of recyclables collection services, which services are paid for Services by the City to the Contractor as specified in this Contract. Bulky Waste All large, bulky household materials which do not fit within a garbage cart, and include (but are not limited to) carpeting and padding, mattresses, chairs, couches, tables, appliances, electronics and car parts including wheels, rims and tires. Carrier Stock Paperboard coated with resins to resist moisture and used for containers to carry products such as beer, water and soft drinks. Carts The wheeled, lidded carts in which recyclable materials can be stored and placed for curbside collection as approved by the City. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 2 City The City of Arden Hills, Minnesota. Clothes and Towels, sheets, blankets, curtains, tablecloths, rags, and clothes including: Linens belts, coats, hats, gloves, shoes and boots which are dry, clean and free of mold, mildew and excessive stains. Collection Route A geographic area within the City determined by the City that will be Sector serviced by one or more collection vehicles within one, specified day each week and which may be used to measure collection progress. Collection Vehicle Any vehicle licensed and inspected as required by State and County and approved by the City for recyclables collection within the corporate boundaries of the City. Collection Hours The time period during which collection of recyclables is authorized by the City. Commodity Any individual material, including specific industrial grades of material. Contract Price for The amount of money per Residential Dwelling Unit (RDU) or Multi- Recyclables Dwelling Unit (MDU) charged by the Contractor to the City per the terms Collection Service and conditions of this Contract for costs attributable to the base recyclables collection service, including transport of these recyclables to the City - designated recycling center. Contractor Republic Services, Inc. County Ramsey County, MN Curbside That portion of right-of-way adjacent to paved or traveled City roadways. "Curbside" as used in this Contract shall be interpreted to include alleys. Curbside The collection of recyclables in accordance with this Contract, City Collection ordinances, and City guidelines regulating the placement of the same. Detailed The Contractor -established and City -approved truck travel patterns on the Collection Route City residential streets (e.g., start points, stop points, truck direction) within Plans each daily route sector. Door -Step The collection of household waste and recyclable materials at a RDU at a Collection point close to the dwelling unit, in lieu of curbside collection, for producers or occupants who have a documented physical infirmity and when there is not a person living in the dwelling that is able to move wastes to the curb. (Also referred to as "walk-up" service.) Dwelling Unit See Residential Dwelling Unit (RDU). CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 3 Field Route Audits Semi-annual counts of all eligible residential dwelling units served through actual field surveys (such as dwelling unit counts by recycling route). Glass Jars And Glass jars, bottles, and containers (lids/caps and pumps removed) that are Bottles primarily used for packaging and bottling of food and beverages. Holidays Any of the following: New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. HDPE Plastic bottles and non -bottle plastic containers made from high density polyethylene resin. Missed Collection The failure of the Contractor to provide collection service to an RDU subject to this Contract during collection hours on the scheduled day of collection. Multiple -Unit A building or a portion thereof containing five or more dwelling units. Dwellings (MDUs) Materials A facility in which recyclable materials are processed for marketing and Recovery Facility sale. The facility will conform to all applicable rules, regulations and laws (MRF) of the state, local or other jurisdictions. Paper Products Paper products include the following: newspapers including inserts (ONP); household office paper and mail; boxboard; carrier stock cardboard; old corrugated cardboard (OCC) including boxes for delivery and take out of pizzas; phone books; Kraft bags; and magazines/catalogs (OMG). Participation Rate Documentation of which specific households on a recycling route set out recyclable materials during one calendar month as a percentage of the overall number of eligible households. Plastic Food And Bottle and rigid plastic containers made of PET (plastic type #1), HDPE Beverage (plastic type #2), and PP (plastic type #5). Containers PET Plastic bottles and non -bottle plastic containers made from polyethylene terephthalate (e.g. soft drink, water, other bottles, deli clamshells, etc.). PP Containers made from polypropylene. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 4 Process Residuals The materials that cannot be recycled due to material characteristics such as size, shape, color, cross -material contamination, etc. which must be disposed as mixed municipal solid waste. Process residuals include (but are not limited to): bulky items, contaminants, sorted tailings, floor sweepings and rejects from specific processing equipment (e.g. materials cleaned from screens). Process residuals do not include materials that are normally processed and prepared for shipment to markets as commodities but which are of relatively low value because of depressed market demand conditions. Processing The sorting, volume reduction, baling, cleaning, containment or other preparation of recyclable materials delivered to the processing center for transportation or marketing purposes. Processing Fee Agreed upon unit fee allocated towards Contractor's cost of processing various types of recyclables. Producer Occupants of a RDU or MDU property who generate recyclable materials. Recyclable The current list of household recyclables established through guidelines Materials Or released under the authority of the City. The current list of recyclables, as Recyclables of the date of Contract Execution, includes: Newspaper and Newspaper Inserts; Magazines and Catalogs; Junk Mail and Envelopes; Cardboard; Office and School Paper; Phone Books; Cereal and Cracker -type boxes; Shoeboxes; Brown Paper Sacks/Bags; Aluminum, Steel and Tin Cans, Scrap Metal less than 3 feet in length; Glass Bottles and Jars, Plastic Bottles and Cups; Plastic Food Containers, Tubs, Bowls, Yogurt Cups and Margarine/Whip Cream Tubs; Plastic Milk Jugs and Paper Milk Cartons; Juice Boxes; and other Paper/Aseptic Cartons. Recyclables The collection of all recyclable materials properly set out by residents or Collection property managers from eligible RDUs or MDUs into specially identified recyclable carts. Collection shall also include transporting the recyclable materials to the City -designated recycling center where materials can be processed for the marketplace. Recyclables Carts Carts provided by the City for retaining recyclable materials for collection. Residential Any eligible, occupied single-family dwelling, duplex, triplex or fourplex Dwelling Unit within the City occupied by a person or group of persons. A RDU shall be (RDU) deemed occupied when water is being supplied thereto. Scheduled The day or days of the week (Monday through Friday) on which collection Collection Day by the Contractor is to occur, as specified in the Contract with the City, including Saturdays for weeks that include Holidays. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 5 Single -Stream (Also referred to as "single -sort recycling.") The recycling system whereby Recycling residents set out recyclables in one category without further sorting by residents and which materials are later processed at a central materials recovery facility, including sorting into their individual marketable commodities. Solid Waste Garbage, rubbish and other discarded solid materials (except animal waste used as a fertilizer), including solid waste materials resulting from industrial, commercial and agricultural operations, and from community activities. Solid waste does not include earthen fill, boulders, rock and other material normally handled in construction operations, solids or dissolved material in domestic sewage or other significant pollutants in waste resources, such as silt, dissolved or suspended solids in industrial waste water effluents, dissolved materials in irrigation return flows, or other common water pollutants. For purposes of this Contract, solid waste does not include recyclables, yard waste, source separated organics, bulky items, appliances or electronic waste. (Also referred to as "mixed municipal solid waste") Source Separated Food waste, non -recyclable papers, house plants, and other household Organics (SSO) organics designated by the City that, once separated by residents, may be recovered for composting or other forms of organics recovery. SSO does not include yard waste for purposes of this Contract. Steel Cans Metal containers fabricated primarily of steel and/or tin used to contain food or beverages. 3. Scope of Work: General Provisions 3.1. The work under the Contract shall consist of all the items contained in the Contract, including all the supervision, materials, equipment, labor, customer service operations, and all other items and functions necessary to complete such work in accordance with the Contract. 3.2. The City's RFP (including all addenda) and Contractor's proposal (including responses to City questions) are incorporated by reference into this final Contract. If there is any discrepancy between this final Contract and the City's RFP or the Contractor's proposal, this final Contract shall take precedence. 3.3. Recycling services will be provided to all RDUs, with opportunities for MDU buildings to "opt -in" to the service. Recyclables collection will occur weekly on Tuesdays for properties south of I-694 and weekly on Wednesdays for properties north of I-694. Appendix A includes a map of route sectors by collection day. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 6 3.4. The Contractor will acquaint itself with all pertinent City Ordinances and other City guidelines and comply with said ordinances and guidelines. 3.5. The Contractor has made its own examination, investigation and research regarding the proper method of doing the work, and all conditions affecting the work to be done (including street layout, alley layout, overhead obstructions preventing automated lifting of carts, other geography, daily route sector boundaries, etc.) and the labor, equipment and materials needed thereon, and the quantity of work to be performed (including the Contractor's own field verification of RDU and MDU estimates provided by the City), and the Contractor agrees that it has satisfied itself by its own investigation and research regarding all of such conditions, and that this conclusion to enter into the proposed Contract is based upon such investigation and research, and that it shall make no claim against the City because of any of the estimates, statements, or interpretations made by any official officer or agent of the City which may prove to be in any respect erroneous. The Contractor so assumes the risk of all conditions foreseen and unforeseen and agrees to complete the work without additional compensations under whatever circumstances may develop other than as herein provided. 3.6. Household recyclables collection service from eligible RDUs shall be performed exclusively by the Contractor. 3.7. The Contractor shall be obligated to protect all public and private utilities whether occupying public or private property. If such utilities are damaged by reason of the Contractor's operations under this Contract, it shall repair or replace same or, failing to do so promptly, the City shall cause repairs or replacements to be made and the cost of doing so shall be deducted from payment to be made to the Contractor. 3.8. In performing any actions or services under this Contract, the Contractor shall comply with any and all federal and state statutes, rules and regulations and any and all City and County ordinances and regulations pertaining to or regulating the provision of such services or actions, including those now in effect or hereafter adopted. Any violation of such statutes, ordinances, rules or regulations by the Contractor shall entitle the City to take appropriate corrective action. Any material violation by the Contractor shall entitle the City to terminate this Contract upon twenty-one (2 1) days written notice of termination to the Contractor except as provided elsewhere herein. Prior to exercising the right of termination, the City shall notify the Contractor in writing and consult with the Contractor in an effort to resolve the dispute. The Contractor may have up to twenty-one (2 1) days to cure a violation prior to the City's exercise of its termination right, provided that such an opportunity to cure is not in conflict with the provisions of the subject law, ordinance, rule, or regulation. However, the opportunity to cure shall not apply to subsequent and repeated violations of the same law, ordinance, rule or regulation. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 7 Amendments to existing regulatory laws, ordinances, regulations and enactment of new laws, ordinances and regulations shall not serve as justification for the Contractor to terminate its obligations hereunder, unless such changes make the completion of this Contract impossible. 3.9. No person shall be illegally excluded from employment rights in, participation in, or be denied the benefits of the program which is the subject of this Contract on the basis of race, religion, color, creed, sex, age, disability, handicapped status, national origin or any other protected class defined under the Minnesota Department of Human Rights and/or federal law. The Contractor agrees to undertake all efforts at reasonable accommodations as may be required by state or federal law. 3.10. The Contractor shall obtain all required licenses and permits to perform the Contract and promptly pay all fees required or taxes assessed by the City or any other Governmental agency. 3.11. Contractor agrees that no member, officer, or employee of the City shall have any direct or indirect interest in this Contract or the proceeds thereof. Violation of this provision shall cause this Contract to be null and void and Contractor will forfeit any payments to be made under this Contract. 3.12. Neither the Contractor nor the City shall be liable for the failure to perform their duties if such failure is caused by a catastrophe, riot, war, fire, act of God, power failure, flood, disaster or other similar contingency beyond the reasonable control of the City or the Contractor. Labor disputes do not constitute situations beyond reasonable control. 3.13. The laws of the State of Minnesota shall be used to interpret this Contract. 4. Operations 4.1. Collection of recyclables shall not start before 7:00 a.m. or continue after 6:00 p.m. Exceptions to collection hours shall be effected only by prior permission of the City. The Contractor shall request permission from the City for any exception first via telephone and then in writing to the City Recycling Coordinator with an explanation as to the reason for the exception request. 4.2. When a holiday falls on the day that recycling should normally be collected, each subsequent collection day will be delayed one day. For Example — if July 4 is on Tuesday, regular collection services that week will be Wednesday and Thursday. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 8 4.3. The Contractor's employees shall handle the carts with reasonable precautions to prevent spilling or scattering of recyclable materials. The Contractor shall replace all carts in an upright position and shall immediately clean up and dispose of any contents thereof which may be spilled, regardless of whether the spill occurred on public or private property. 4.4. If the Contractor fails to clean up any scattered or spilled material or leaked material or fluids from recycling trucks within three hours after oral or written notice (email is acceptable) from the City, the City may cause such work to be done and deduct the reasonable cost thereof from any payments due and owing the Contractor, in addition to any other remedies provided herein. 5. Collection Services 5.1. The recyclables collection service shall be provided every week from a 35 -gallon, 64 - gallon, 95 -gallon or similar sized wheeled recycling cart(s). 5.2. Collection shall occur in the same location (i.e., at "curbside") and similar manner as household solid waste collection. 5.3. Recyclables "door -step" collection may occur for eligible residents who apply for and receive City approval. Eligible residents may be disabled or handicapped. There will not be an additional charge to residents who are entitled to "door -step" collection. 5.4. All occupants of RDUs in the City that set out recyclables for municipal collection shall be required to place their household recyclables in the City -supplied cart(s). 5.5. The current list of household recyclables is established under the authority of the City's Recycling Coordinator. The current list of recyclables as of the date of Contract execution are listed under the definition of "Recyclable Materials" in Section 2. This list may be amended by mutual agreement between the City and the Contractor. 5.6. All recyclable materials placed for collection by residents or management from eligible RDUs or MDUs shall remain the responsibility and ownership of the residents or property owner until picked up by the Contractor. The City requires that all collected recyclables must be delivered to the Contractor's MRF in a manner acceptable to Ramsey County. 5.7. Residential recyclables collected from the City under this Contract will be kept separate from other materials until delivery to the MRF. Residential recyclables generated in Arden Hills shall be weighed on Certified Truck Scales and the weights CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 9 reported to the City. The Contractor shall retain truck scale weight tickets for City inspection upon request for a period of at least three years. 5.8. The Contractor shall not landfill, incinerate or otherwise dispose of recyclable materials collected for recycling under this Contract without the specific, prior written approval of the City. 5.9. When requested by the City, the Contractor shall submit a plan for how the City may be able to add SSO to its residential curbside collection. This plan shall have specifics on added costs and collection methods/operations. The City shall have sole discretion to accept the SSO plan and/or to initiate negotiations with the Contractor to modify the plan, or reject the plan. 5.10. Cart Ownership and Management 5.10.1. The City shall own the recycling carts. 5.10.2. The Contractor shall be responsible and pay for all aspects of cart management and operations including (but not limited to), receiving, assembly, distribution (aka new cart "roll out"), management of excess cart inventory, (i.e., provide "warehouse" and inventory control services), cart switches/replacements, cart maintenance, repair or replace damaged carts, and manage all aspects of warranty repairs. Contractor shall deliver 64 gallon carts to all RDUs and exchange with other sizes as requested within one week of a valid request. 5.10.3. The Contractor shall serve as the City's agent for purposes of implementing cart warranty service and replacements. The Contractor will make its best efforts to help assure eligible cart warranty repairs and replacements are paid for by the cart manufacturer and not the City. 5.10.4. The Contractor's cart distribution services shall include both the initial cart rollout and ongoing cart replacements (i.e. new customers, service changes, replacement of damaged containers, etc.) during the term of the Contract. 5.10.5. Damaged carts and old recycling bins that are not reusable must be recycled. All costs incurred in recycling old curbside bins and new carts damaged beyond repair shall be the responsibility of the Contractor at no additional cost to the City. Residents may be allowed to keep their City - provided recycling bin for other uses. 5.11. Recyclable and Solid Waste collections from City Buildings and Parks 5.11.1. The Contractor shall provide recycling and solid waste collection services at the City owned and operated buildings and parks as listed in Appendix B. 5.11.2. Collection services shall be extended to all new City owned buildings and parks created during the term of the contract. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 10 5.11.3. The Contractor shall provide the recycling and solid waste services at no additional cost to the City. The cost of these collections from City buildings and parks shall be factored into the Contractor's base contract price for residential collections. 5.11.4. The Contractor shall provide containers necessary for said services including, but not limited to dumpsters. 5.12. Customer Service 5.12.1. The Contractor shall maintain throughout the duration of the Contract a designated single contact who is located in Minnesota and who has sufficient authority to resolve issues when officially notified by City staff. 5.12.2. The Contractor shall provide responsive, friendly customer service at all times including interactions with residents by drivers/crews on the collection route, on the phone, emails, web sites, and other forms of communication. 5.12.3. In the case of alleged missed collections, the Contractor shall investigate, and, if such allegations are verified, the Contractor shall then arrange for the collection of the recyclable materials no later than 6 p.m. the following business day. 5.12.4. The Contractor shall establish and maintain an office or call service with continuous supervision to accept complaints and customer calls. The office shall be in service during the hours of 8:00 a.m. until 5:00 p.m. Central Standard Time on all days except Saturday, Sunday and legal holidays. The call service shall be available from 8:00 a.m. to 12:00 (noon) on Saturdays. The address and toll free telephone number of such office shall be posted on the City's web site. 6. Collection Equipment 6.1. When collecting recyclables under this Contract the Contractor shall use separate collection vehicles for recyclables. 6.2. It shall be the Contractor's sole responsibility to comply with all road weight restrictions. The Contractor shall immediately inform the City of any notices of exceeding such restrictions. The City retains the right to inspect and/or weigh the Contractor's trucks at any time. 6.3. All vehicles shall be kept in a clean and sanitary condition; and all collection vehicles shall be cleaned with pressurized hot water at least once a month. It may be necessary to wash these vehicles more often to improve the appearance of the vehicle, eliminate or control insect infestation, and to control odor, if so directed by the City. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 1 I 6.4. The vehicle bodies shall be painted and numbered, and shall have the Contractor's name and telephone number painted in letters of a contrasting color, at least four (4) inches high or easily readable under normal conditions. 6.5. The trucks shall be maintained in good working order. They shall be equipped to meet all federal, state and municipal regulations concerning vehicles used on City streets and alleys and maintained to meet these standards. 6.6. All vehicles shall be equipped with the safety equipment as required by any local, state or federal laws. 7. Employees 7.1. All employees shall be competent and skilled in the performance of the work to which they may be assigned. Failure or delay in the performance of this Contract due to the Contractor's inability to obtain employees of the number and skill required shall constitute a default of the Contract. 7.2. The employees shall not use loud or profane language, shall be courteous at all times (arguing will not be tolerated) and shall perform their work as quietly and quickly as possible. 7.3. The employees (and vehicles) shall not drive over private property unless requested by property owners. 7.4. The City or its authorized agent may inspect the work performed for compliance with the Contract. The Contractor shall furnish all reasonable assistance required by the City or its representative for the proper inspection of the Contractor's premises, facilities, equipment and the MRF to which the City's recyclables are taken. 7.5. The Contractor shall maintain, separate from all other records and accounts, complete records and an accurate ledger of accounts of all revenues and expenses relating to the collection of the City's recyclables. Such records and accounts shall, at all reasonable times, be open to inspection by the City and its agents. With reasonable notice, the City shall have the right to audit any portion of the Contractor's records relating to services provided under this Contract. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 12 8. Indemnity 8.1. The Contractor shall indemnify, keep and save harmless the City and its respective officers, agents and employees against all suits or claims that may be based upon any injury or damage to persons or property that may occur, or that may be alleged to have occurred, in the performance of this Contract by the Contractor, whether or not it shall be claimed that the injury was caused through an negligent act or omission of the Contractor, its employees, it subcontractors or their agents or in connection with any claim based on lawful demands of subcontractors, workers, or suppliers; and whether or not the persons injured on whose property was damaged were third parties, employees of the Contractor or employees of an authorized subcontractor; and the Contractor shall, at its own expense, defend the City in all litigation, pay all attorneys' fees and all costs and other expenses arising out of the litigation or claim or incurred in connection therewith; and shall, at its own expense, satisfy and cause to be discharged such judgments as may be obtained against the City, or any of its officers, agents or employees. 8.2. When requested by the City, the Contractor shall submit satisfactory evidence that all persons, firms or corporations who have done work or furnished supplies under this Contract, for which the City may become liable under the laws of the State of Minnesota, have been fully paid or satisfactorily secured. In case such evidence is not furnished or is not satisfactory, an amount may be retained from compensation due the Contractor, which will be sufficient in the opinion of the City's Attorney, to meet all claims of the persons, firms, and corporations as aforesaid. Such sum shall be retained until the liabilities are fully discharged or satisfactorily secured. 9. Insurance 9.1. The Contractor shall provide and maintain in full force and effect during the entire term of this Contract, regular Contractor's Public Liability Insurance, with the City as an additional insured, providing for a limit of not less than Two Million Dollars ($2,000,000.00) for all damages arising out of bodily injuries or death of one person, and subject to that limit for each person, and regular Contractor's auto, property damage liability insurance providing for a limit of not less than Five Hundred Thousand Dollars ($500,000.00) for all damages arising out destruction of property in any one accident, and subject to that limit per accident. The Contractor shall also provide workers' compensation insurance and employers' liability insurance as required by law. Policies or coverage required shall be updated as necessary to meet at least the amounts specified in Minn. Stat. § 466.04 for each year of the Contract. Contractor shall provide Environmental Impairment Liability (Pollution Legal Liability) for sudden and non -sudden (gradual) pollution occurrences covering all facilities and equipment owned and used by Contractor, or its agents or employees. Limits of liability shall be no less than $5,000,000 for each occurrence and $5,000,000 aggregate, and shall continue for a two year period following termination of this Agreement. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 13 Such policies shall provide for ten (10) days' notice to the City of any change, cancellation, or lapse of such policy. The Certificates of Insurance shall name the City as an additional insured, and state that the Contractor's coverage shall be the primary coverage in the event of a loss. Acceptance of the insurance by the City shall not relieve, limit or decrease the liability of the Contractor. The Contractor shall further guarantee and save harmless and indemnify the City of and from any and all loss, damage, claims, suits, judgments and recoveries which may be asserted, made or may arise or be had, brought or recovered against the City by reason of any of the foregoing claims except such as are caused by the existence of the disposal sites at the locations specified or contemplated in the Contract; and that it shall immediately appear and defend the same as its own cost and expense. Prior to the effective date of this Contract, the Contractor shall file a copy of such policies with the Recycling Coordinator. 10. Payment and Performance Bonds/Letter of Credit 10.1. Before the Contract shall be valid or binding against the City, the Contractor shall provide both a Payment Bond and a Performance Bond to the City of Arden Hills for the use of said City, and also for the use of anyone who may perform or cause to be performed any work or labor, or furnish or cause to be furnished any skill, labor, equipment, or materials in the execution of such Contract, which bonds shall be signed by the Contractor and shall be in the amount of fifty (50) percent of the yearly Contract amount. The Bonds shall at all times be kept in full force and effect. The Bonds or Letters of Credit shall be approved by the City Attorney and filed with the City Clerk or designee. 10.2. The conditions of the Bonds or Letters of Credit shall be that the Contractor shall fully and faithfully perform all conditions of the Contract and these specifications; shall pay anyone who may perform or cause to be performed any work or labor, or furnish or cause to be furnished any skill, labor, equipment or material in the execution of such Contract; and such Bonds or Letters of Credit shall provide the full amount thereof and shall be forfeited upon the Contractor's failure to comply therewith. 11. Transferability of Contract 11.1. Other than by operation of law, no transfer or assignment of the Contract or any right accruing under this Contract shall be made in whole or in part by the Contractor without the express written consent of the City. In the event of an assignment, the Contractor shall act as a guarantor of the assignee's satisfactory performance of all Contractual obligations. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 14 12. Reporting and Promotional/Educational Activities 12.1. Monthly and Annual Materials Reports. Monthly reports and annual reports regarding the City's recycling program will be submitted to the City. At a minimum, the monthly reports should include the following information: 12.1.1. Total number of stops collected, total number of possible stops (set out numbers). 12.1.2. Gross amounts of materials collected, by recyclable material (in tons). 12.1.3. Net amounts of materials marketed, by recyclable material (in tons). 12.1.4. Amounts of materials stored, by recyclable material (in tons), with any notes as to unusual conditions. 12.1.5. The markets used for the sales of each of the recyclable commodities during that month. 12.1.6. The amounts of process residuals disposed (in tons) and the location(s) of disposal facility. 12.1.7. Revenue share credits back to the City, with the calculations by which those credits were determined. 12.1.8. Customer information collected on routes: 12.1.8.1. The locations of damaged and replaced carts. 12.1.8.2. Addresses that do not participate in the recycling program. Monthly reports shall be due to the City by the 15th day of each month subsequent to the month of the report. The first monthly report in 2015 shall be due on June 15, 2015. Annual reports shall be due by January 15 and shall be a compendium of the previous monthly reports with an annual summary of trends. The annual report will include recommendations for continuous improvement in the City's recycling program (e.g., public education, multi -unit recycling, etc.). 12.2. Customer Relations Report. The City will be provided with 12.2.1. A quarterly list of all customer complaints, including a description of how each complaint was resolved. 12.2.2. The number, address and results of the Annual Cart Checks. Annual Cart Checks are completed by looking inside the cart of 100 residential properties to check for contaminants. 12.2.3. A quarterly list of all missed pickups reported to the Contractor. Quarterly reports shall be due the 15th of the months of February, April, July and October, with the 2015 quarterly reports beginning in July. Annual reports shall be due by January 15th of each year. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 15 12.3. Annual Performance Review. Meeting to Discuss Recommendations for Continuous Improvement. The City shall schedule an annual meeting to include (but not be limited to): 12.3.1. Review annual report, including trends in recovery rate and participation. 12.3.2. Review efforts made to expand recyclable markets. 12.3.3. Review performance based on feedback from residents. 12.3.4. Review recommendations for improvement in the City's recycling program, including enhanced public education and other opportunities. 12.4. Promotional/Educational Activities 12.4.1. The Contractor and the City shall work together in the preparation and distribution of educational materials to insure accurate information and program directions. The Contractor shall pay for the annual design, printing and mailing of a curbside program flyer with an additional 200 fliers to be placed at City Hall. The flyer shall be approved by the City in writing prior to printing or distribution. The flyer shall be delivered to homes no later than January 31 of each year. 12.4.2. The publicity and promotion program may include articles for City newsletters, public appearances, provision of information for local environmental groups, or attendance at public events sponsored by the City. The Contractor shall at a minimum provide one (1) newsletter article per year. The Contractor is encouraged to develop new public education and outreach materials each year. 12.4.3. The Contractor will work with the City to prepare guidelines for residents of eligible RDUs and MDUs with recycling instructions. 12.4.4. Each year by January 31 st, the Contractor shall send a mailing to each residential property that is served by the Contractor with a specific list of instructions for sorting recyclable materials and setting out recycling carts. 12.4.5. The yearly mailing will include instructions for residents of eligible RDUs to have their recyclables carts set out to curbside by 7:00 a.m. on their designated recycling collection day. 12.4.6. The Contractor shall conduct its own promotions and public education to increase participation. The Contractor shall submit a draft of any public education literature for approval by the City at least one month before printing and release of any such literature. 12.4.7. The annual work plan shall include initiatives to improve the City's recycling program. These initiatives may include (but are not limited to) expansion of materials collected, voluntary expansion to businesses, effective education of residents with measurement, community involvement, outreach to low participating communities, and outreach using electronic communications including e-mail reminders and apps. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 16 13. Default and Termination 13.1. If the work to be done under this Contract is abandoned by the Contractor; or if this Contract is assigned by it without the written consent of the City Council; or if the Contractor is adjudged bankrupt; or if a general assignment of assets is made for the benefit of the Contractor's creditors; or if a receiver is appointed for the Contractor of any of its property; or if, at any time, the City determines that the performance of the work under this Contract is being unnecessarily delayed or that the Contractor is violating any of the conditions of this Contract, or that it is executing the same in bad faith or otherwise not in accordance with the terms of this Contract, then the City may serve written notice upon the Contractor and its surety of the City's intention to terminate this Contract. 13.2. Unless within twenty-one (21) days after the servicing of such notice, a satisfactory arrangement is made for continuance, this Contract shall terminate and the Contractor and its surety shall be liable to the City for all costs. 13.3. The City May Withhold Payments or Performance Bond. In the event of Contractor's default under the terms of this Contract, all payments due the Contractor shall be retained by the City and applied to the completion of the Contract and to damages suffered and expenses incurred by the City by reason of such default, unless the surety on the performance bond shall assume the Contract, in which event all payments remaining due the Contractor at the time of default, less amounts due the City from the Contractor and less all sums due the City for damages suffered and expense incurred by reason of such default shall be due and payable to such surety. Thereafter, such surety shall receive monthly payments equal to those that would have been paid to the Contractor had such Contractor continued to perform the Contract. 13.4. Liquidated Damages 13.4.1. The imposition of liquidated damages is not a penalty, but recognition of the difficulty of ascertaining the damages resulting from certain types of performance breaches. The assessment of liquidated damages shall be at the reasonable discretion of the City and shall be in lieu of other remedies, if imposed. 13.4.2. The City may deduct the full amount of any liquidated damages from any payment due to the Contractor, but any liquidated damages not so deducted shall remain the obligation of the Contractor and be payable to the City on demand. 13.4.3. The City may assess liquidated damages in lieu of other remedies available to the City for breach of the Contract or violation of the City's ordinances. Failure to impose liquidated damages for lack of performance shall not constitute a waiver of the City's other rights and/or CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 17 remedies under either the Contractor or the City's ordinances or any subsequent failure of performance. 13.4.4. The Contractor shall be liable to the City for liquidated damages, in the amount of $75.00 for the first incident, $100.00 for the second incident and $200.00 per incident thereafter; upon determination by the City that performance has not occurred consistent with the following provisions of the Contract: 13.4.4.1. Failure to pick up missed collections by 6:00 p.m. on the day following scheduled collection day. 13.4.4.2. Failure to complete City-wide or route -wide collection by 6:00 p.m. on the scheduled collection day, unless prior approval is received by the City. 13.4.4.3. Failure to adequately address legitimate complaints, whether submitted by residents or the City. 13.4.4.4. Failure promptly to clean up any spills or leaks caused by the Contractor. 13.4.4.5. Failure to clean up scattered or spilled material spilled by the Contractor within three hours of written or oral notice from the City. 13.4.4.6. Disposal of recyclables by the Contractor in a landfill, resource recovery facility or other disposal facility without receiving prior written City permission. 13.4.4.7. Failure to adhere to other collection restrictions and requirements set forth in the Contract. If the Contractor has violated or failed to follow collection restrictions or requirements in general, the City may treat each violation or failure as a separate incident for the purpose of calculating liquidated damages. 13.4.4.8. Failure to request and obtain permission from the City for collecting on the residential routes earlier than 7 a.m. or later than 6 p.m. 14. Payment for Base Collection Services 14.1. The City shall be responsible for invoicing and collecting the utility rate fees from all eligible RDUs and MDUs receiving collection services. 14.2. The City may give the Contractor oral notice of discontinuation of service to RDUs or MDUs, promptly followed by written confirmation of the order. Upon reinstatement of service at the RDU or MDU by the City, the Contractor shall resume collections on the next scheduled collection day. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 18 14.3. The Contractor shall bill the City for any collection services rendered to mutually agreed-upon, eligible RDUs and MDUs according to the collection service Contract prices set forth in this Contract. The Contractor shall invoice the City on a monthly basis within ten (10) days following the end of each month in a format to be specified by the City. The Contractor shall itemize applicable charges by county, state or federal agencies. 14.4. The City shall pay the Contractor within 35 days after receiving and approving the invoice from the Contractor. The City's payment to the Contractor shall be based on the approved invoice and the collection service Contract prices set forth in this Contract. The Contractor shall be entitled to payment for services rendered provided an approved invoice is submitted to the City pursuant to the terms of this Contract regardless of whether or not the City collects the utility rate fee from the specific RDU or MDU for such services. However, the Contractor shall not be entitled to receive payment for dwelling units for which the Contractor has received notice from the City of discontinuance of service. The City shall be entitled to offsets in its payments to Contractor amounts for Contractor errors or omissions as specified in the Liquidated Damages Section 13. 14.5. The City will compensate the Contractor through the base Contract prices set for recyclable collection services for RDUs. Commencing May 4, 2015, the base Contract prices will be: Recyclables Collection shall be $3.03 per eligible RDU per month for weekly recycling service. Eligible RDUs with more than one (1) cart will be charged an additional fee of $2.00 per household per month per cart. 14.6. City will compensate the Contractor through the base Contract prices set for recyclable collection services for MDUs. Commencing May 4, 2015, the base Contract prices will be: Recyclables Collection shall be $55.00 per eligible MDU per month for each four yard container serviced once per week or $4.25 per eligible MDU per month for each 65 gallon cart serviced once per week. 14.7. The City shall provide a count of eligible RDUs and MDUs by January 1 of each year. These annual counts may include additional RDUs and MDUs added due to new development, redevelopment or other such changes. 14.8. The Contract price will be multiplied by the total number of RDUs and MDUs as determined by the City to result in the monthly payment amount to Contractor. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 19 14.9. Annual Contract Price Increase The City agrees that the price per residential dwelling unit will increase each year by the Consumer Price Index for the Upper Midwest as determined by the Federal Reserve Bank of Minneapolis or by three (3) percent, whichever is less. The price change shall go into effect on May 4 of each year. The City will notify the Contractor by the last week of January of the compensation rate for the subsequent contact year. 14.10. Processing Fees and Revenue Share 14.10.1. The processing fee for all recyclable material commodities shall be $66.00 per ton. The city agrees that the processing rate will increase each year by the Consumer Price Index for the Upper Midwest as determined by the Federal Reserve Bank of Minneapolis or by three (3) percent, whichever is less. The price change shall go into effect May 4 of each year. The City will notify the Contractor by the last week of January of the compensation rate for the subsequent contact year. 14.10.2. The Revenue Share on all commodities shall be split between the City and the Contractor at a rate of 80% (City) and 20% (Contractor). 14.10.3. The revenue will be calculated by multiplying the tons of individual materials collected, times the agreed upon material price. Total revenue shall be calculated by adding all of the revenue generated for each of the materials collected and processed. Contractor shall guarantee a minimum price on all materials of $0.00 per ton. If a particular material price is negative, a price of $0.00 per ton shall be used. 14.10.4. Processing fee will be calculated by multiplying the tons of individual materials collected by the agreed upon processing fee as described in Section 14.10.1. Total Processing Fees will be calculated by adding all of the processing fees generated for each of the materials collected and processed. 14.10.5. Revenue share received by the City will be calculated by subtracting the Total Processing Fee from the Total Revenues. If the remainder is positive, that number represents the revenue that shall be split between the City and the Contractor 80% (City) and 20% (Contractor). 14.11. Annual Residual Waste Evaluations. A load evaluation shall be made in the presence of both parties on a date mutually agreed upon to validate or re-establish the residual percentages used in the payback matrix. The annually validated and agreed upon percentage will be used until the next annual review. The City of Arden Hills and Republic Services agree that the commodity percentages listed on the Revenue Share Matrix are a reasonably accurate approximation of the percentages of each commodity of Recyclable Materials. The Revenue Share Matrix will be updated monthly by the actual percentages of residential single stream material shipped by Republic that month and the agreed upon residual percentages. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 20 14.12. Change in Law Provision. The City and Republic Services agree that any change in law that materially affects the performance or pricing of the agreement will be reviewed within 30 days of such law taking affect. Both the City and Republic Services agree that following the review the parties will negotiate in good faith to return this agreement to substantially similar terms, conditions, or pricing that were present prior to change in law. 15. Miscellaneous Provisions 15.1. In the event that any provision or portion thereof of any Contract Document shall be found to be invalid or unenforceable, then such provision or portion thereof shall be reformed in accordance with the applicable laws. The invalidity or unenforceability of any provision or portion of this Contract shall not affect the validity or enforceability of any of the remaining provisions or portions of the Contract. 15.2. Any notice or demand required herein shall be in writing and shall be effectively made if delivered to either party in person or, if mailed, sent by certified mail as follows: To the City of Arden Hills at 1245 West Highway 96, Arden Hills, MN 55112; and to the Contractor at 9813 Flying Cloud Drive, Eden Prairie, MN 55347; or to such other address as either party may furnish the other in writing. Any change must be agreed upon by both parties in writing. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 21 IN WITNESS WHEREOF, the parties hereto have caused this instrument to be duly executed this 23rd day of February, 2015. CITY OF ARDEN HILLS, MN: BY BY DAVID GRANT, MAYOR PATRICK KLAERS, CITY ADMINISTRATOR APPROVED AS TO FORM: BY JOEL JAMNIK, CITY ATTORNEY REPUBLIC SERVICES, INC.: BY BY ERIK SCHUCK, AREA PRESIDENT TOM CHOVAN, GENERAL MANAGER CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 22 Appendix A Map of Route Sectors by Collection Day (Tuesdays for properties south of 1-694 and on Wednesdays for properties north of 1-694) LS - ._.. ..,w :Nti..w 0 350 10o to5a 14. FeA CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 23 i OIC, a /9 4 Base Map LS - ._.. ..,w :Nti..w 0 350 10o to5a 14. FeA CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 23 Appendix B City Facilities to be serviced by the Contractor. *City Hall and 14 City Parks (Park Recyclables may be collected from a central location as determined by the Public Works Department) City of Arden Hills Parks and Trails System CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 24 N `d"a'" o sm toxo two amo kn ��g�v n, m,e '_—`�_�_____—._._._.__ •�. mar,.. . ,n.,,.,.,°m.,.,� CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 24